Recording of webinar presented on 27 February 2018

1. Webinar 30 mins
27th February 2018
Chest announces new partnership with
TermSet to help Universities and Colleges
become GDPR ready at a 50% discount
Stewart Connors
CEO/Co Founder TermSet

2. Agenda
What is the agreement
The Challenge
The Solution
Product demo
Pricing
How to purchase

3. What is the Agreement
Chest has negotiated a 3 year agreement on behalf of all Universities and Colleges
across the United Kingdom to purchase the TermSet ScanR software product at a
50% discount.
ScanR helps organisations comply with the new European General Data Protection
Regulation (GDPR), helping towards avoiding potential security breaches and
substantial fines.
ScanR is a low cost Artificial Intelligence product that understands your
organisations personal sensitive data, which will automate the process and quickly
respond to Right to be forgotten and Subject Access Request's.

4. The Challenge
• GDPR will require all organisations that trade within Europe to focus on identifying and retrieving personal
data of employees, customers such as names, addresses or financial data.
• The “Subject Access Request” response time will decrease from 40 days down to 30 days.
• The new “Right to be Forgotten/Removed” rule will allow employees, customers to request that you identify
and retrieve all the digital information you hold on them and then remove it entirely from your systems.
• 80% of most employees/students information is stored in office structure/unstructured documents.
• Employees/students are storing information in approved & non approved IT systems, such as File Shares,
SharePoint, DropBox, Google Drive.
• 49% of organisations had a document breach in the past 2 years*
• 73% of employees/students are accidentally exposing information stored within documents*
• 63% of organisation’s claim they are unable to locate sensitive data stored in documents*
*Information taken from the Ponemon Institute Research report May 2017.

5. The Solution
ScanR is a ground-breaking software product that discovers GDPR Sensitive and Personal Identifiable
Information within all types of structured and unstructured documents stored within File Shares, SharePoint,
Office 365, OneDrive, Google Drive, DropBox, Databases, email.
• Helps clients automate the process and quickly respond to “Right to be forgotten” and “Subject Access
Request”.
• Reads all versions of Word, Excel, PowerPoint, PDF, Photocopies, Images and emails with attachments.
• Understands all global languages.
• Contains a comprehensive global key word rules engine library.
• Create your own key words.
• Includes Artificial Intelligence with Pattern Matching to ensure key word accuracy.
• Score sensitive words or phrases based on the level of exposure.
• Converts all photocopies, scanned documents into OCR (Optical Character Recognition) to identify all
sensitive key words.
• Identify and remove duplicate files, understand attributes of files by data size and last modified date.

6. ScanR
Generate Reports
Read Office docs, PDF’s
Multiple Systems
Diagram
OCR photocopies, images to text

7. Product demo
Where to look
What to look for

8. The configurations screen allows you to define and edit sources that you wish to scan.

9. To Scan a file share you simply connect the location

10. With SharePoint you can scan whole site collections or sites or a single library

11. Once the configuration has defined where to look, we now need to add rules to define what to look for
within the documents. ScanR ships with over 100 rules and you can easily define your own.

12. Rules can look for words or phrases, patterns or a combination of the two within a given proximity. We
also have rules using AI to find the names of people and companies and addresses.

13. Clicking on Report gives a dashboard of each file that has been scanned. Clicking on a row will show the rules
and data that were discovered in the file.

14. Results can be exported directly into Excel or you can connect directly to the database for analysis

15. Three data
sources read
~19k Documents
read with 79%
containing PII
data
Breakdown of
what PII data is
contained where
Locations of the
sensitive data
Which systems
contain the most
sensitive data
Overview Dashboard
Any BI tool can quickly create dashboards for valuable insights into your data

16. Creates 3 X New Columns

18. 11 Chapters with 99 Articles
http://www.eugdpr.org/article-summaries.html
ScanR will help you comply with Articles: 5, 15, 16, 17, 18, 20, 24, 30, 32, 35, 42, 44, 45.
• Gain understanding of the where the PII data is located
• Gain an understanding of who has access to it
• Gain an understanding of how long it’s being retained
• Retain personal data for a period of time directly related to the original intended purpose
• Find risky files and take action
• Manage a Subject Access Request
• Request a port of the data
• Request a correction to the data
• Request deletion of the data
Articles Contained in the GDPR

19. Pricing is based on the size of data in the systems where the documents are stored, includes unlimited users and full
product support. Annual subscription with unlimited scans regardless of the size of documents.
Institution Size Student FTE Fee
Small Up to 3,000 £1,500
Medium 3,001 – 10,000 £3,999
Large 10,001 – 20,000 £7,999
Extra Large 20,001 or more £9,999
15% extra discount in place for a 3 year agreement

20. Summary
ScanR
• 3 year agreement to automate the process for discovering PII & Sensitive
information
• Quickly respond to “Subject Access Request” & “Right to be Forgotten”
• Helps towards 2 of the ICO 12 steps
• Comply with 13 of the 99 Articles

21. HOW TO PURCHASE
https://www.chest.ac.uk/scanr
ben.offiler@chest.ac.uk
stewart@termset.com