The General Data Protection Regulation (GDPR) is the law of the European Union on the protection of natural persons with regard to the processing of personal data and on the free movement of such data. Our offer is a multi-step process that can be used to discover and scan data sources within the organization for personal data. The outcome of the discovery process will be a detailed inventory of data sources, together with the data they contain. Additionally, it will provide insights into how much of the data contains personally identifiable information (PII), or sensitive personal information that might be subject to the GDPR.

    Please note, GDPR Discovery Toolkit is NOT a tool to certify compliance. It is the distributed responsibility of the customer and their legal and compliance teams to certify their own GDPR compliance.

    Our objective is to identify and create an inventory of personal data relevant to the GDPR. Also, we want to guide customers to appropriate solutions that will help them elevate their GDPR maturity and work toward GDPR compliance.

    The project will be considered successful when you have answers to questions like:

    • How much data do I have?
    • Where is my data?
    • Which data is impacted by the GDPR? (For example, if it contains PII - Personal Identifiable Information)

    IT Partner responsibilities #

    • Identify what personal data you have and where it resides
    • Report how personal data is used and accessed
    • Recommend how to establish security controls to prevent, detect, and respond to vulnerabilities and data breaches
    • Advise how to keep required documentation and manage data requests and breach notifications

    Client responsibilities #

    • Provide access to data locations (non-supported locations in OneDrive Personal), Databases (SQL Server, SQL online, Access, other), Local storage (workstation, laptop, tablet, mobile phone), Removable devices (USB drives, mobile hard disks), Backup media/3rd-party applications (Non-Microsoft cloud solutions)
    • Resource and activity planning
    • Establish and confirm timelines
    • Readiness to implement Microsoft Information Protection

    Plan #

    Kick-off meeting #

    During this meeting, the team members will be introduced and the team will be briefed on the upcoming activities, proposed timelines, and expected outcome. We will explain the technical details of the scanning process, how it works, and what it scans for. Important topics to discuss include, but are not limited to, the scope of the discovery process, the required prerequisites, and the expected outcome.

    Step 1 -- Identify and assess #

    The first activity is to identify all possible data sources across the organization. The data sources that are discovered will be documented in a catalog that will be used as input for the next steps. For every data source, the exact location and access type will be recorded, together with information about the type of data and its owner.

    Step 2 -- Plan for automated classification and labeling #

    Now that we have identified all possible data sources, the next step towards GDPR compliance will be to assess whether the GDPR will apply to the organization, and if so, to what extent. Microsoft offers two solutions for automated data discovery and classification: Microsoft Information Protection (MIP) and Microsoft Advanced Data Governance (ADG). For both solutions, the automated classification of documents will rely on the configuration of policies, labels, and conditions.

    As a result, we will:

    • Translate legal and business requirements into a finalized classification scheme that defines policies, labels, and conditions.
    • Document the classification scheme for further processing in consecutive steps.

    Step 3 -- Select the right solution #

    Microsoft currently offers two solutions for data governance: Microsoft Information Protection and Microsoft Advanced Data Governance. Although both support data classification, (automated) labeling based on sensitive data types, and a wealth of other data protection and security features, each solution has its own specific deployment scenarios and at the time of this writing, the two solutions are not (fully) integrated yet.

    Step 4 (on-premises) -- Implement Microsoft Information Protection #

    The MIP scanner service will be installed on an on-premises domain joined member server and relies on the cloud-based Microsoft Information Protection service for policy and labeling information. This type of operation requires an integrated deployment in which both the on-premises Active Directory and the Azure Active Directory are synchronized.

    Step 5 (on-premises) -- Scan existing data sources #

    Microsoft Information Protection (MIP) Scanner lets you discover, classify, and protect files on the following data stores:

    • Local folders on the Windows Server computer that runs the scanner
    • Network shares (through UNC paths) that use the Common Internet File System (CIFS) protocol
    • Sites and libraries for SharePoint Server 2016 and SharePoint Server 2013

    Step 4 (online) -- Prepare for Search and Discovery #

    Recognition of Personal Identifiable Information (PII) in Office 365 data sources relies on automated data classification through recognition of sensitive data types. The data classification process can be automated in a way that existing data is scanned and labeled automatically, and new data is classified upon creation.

    Office 365 Labels and Advanced Data Governance (ADG) will be used for data classification and labeling. Classification can be done automatically or by enabling the user to apply a label to content manually. Once labeled and classified, the data can then be protected by additional means or searched for the presence of specific words or data types.

    Step 5 (online) -- Search and Discovery in Office 365 #

    We will use the Content Search feature in the Office 365 Security & Compliance Center to create the inventory. Content Search allows you to search all content locations in your Office 365 organization. This includes all mailboxes (including inactive mailboxes, and the mailboxes for all Office 365 Groups and Microsoft Teams), all SharePoint and OneDrive for Business sites (which includes the sites for all Office 365 groups and Microsoft Teams), and all public folders.

    Results #

    • Data source inventory. You'll be able to identify and document the data sources within the organization online and on-premises
    • Classification and Labeling. This helps in facilitating the discussion with the legal, business, and IT teams
    • Defining a data classification taxonomy and label schema based on legal and business requirements
    • Reporting on data discovery

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