Quality Control is a standard product that continuously scans both business systems as well as file shares and mail servers based on a flexible set of rules. Detection of personal data both in structured and unstructured data together with the ability to do a register transcript from the organization's systems enables compliance with GDPR. The product's sophisticated workflow gives the organization the ability to work together to enhance data quality. 

The amount of data within every organization grows exponentially. In business systems such as ECM-platforms there's a lack of data quality considering for example access control. In systems characterized by unstructured data such as file shares, local storage on disks and mail servers there's hidden personal data and sensitive information that lacks control. 

Regulations such as GDPR, policies and internal as well as external requirements on e.g. accessibility and security sets increasingly tough pressure to handle data correctly. These areas are often proactively controlled through guidelines, training and some software driven actions. Nevertheless there's a lot of deviations that falls through the cracks and without a continuous monitoring of the data the organization faces high risks. 

Quality Control helps customers every day to get control of, and continuously raise, their data quality within organizations that have identified the potential and the risk associated with their data. 

GDPR sets new requirements

When GDPR entered into force the 25th of May it meant an extended integrity for individual’s data. As a consequence every organization effected by the regulation is going through a transformation to be compliant with the requirements. 

The GDPR-projects have, for the majority, resulted in documentation, processes and guidelines for the handling of personal data. However these are only a target rather than the reality. Within the organization's systems you'll find the true answer to whether or not you're fully complying with the GDPR requirements. 

Leading actors on the market states that the implementation of GDPR is only 10% about documentation and processes, 10% is about security whereas as much as 80% is about getting control over the data. 

However this might be tricky as the average organization's data consists of 80% unstructured and only 20% structured which makes it a difficult task to inventory. It is also stated that 1 TB of unstructured data takes about 10 years to manually search through.

Unstructured data occurs in systems used every day by employees where mail servers and file servers are the dominant source of risk. The lack of proactive control makes them hard to govern while they also have a legacy of ill-treated data dating back many years. This leaves hidden personal data now residing in silos without access control, documented legal support or the ability to find when e.g. the right to be forgotten is exercised.

Quality Control is a tool to enable GDPR-compliance and gives you:

  • Intelligent and automated detection of personal data in both structured and unstructured data
  • A sophisticated workflow for corrections of quality defects on the data 
  • Functionality to do register transcripts from connected systems
  • An overview of how personal data is handled within your organization

 

Data with high quality delivers high value 

The General Data Protection Regulation, GDPR, is not the only law governing organizations' data but is only the latest one to bring further relevance to high data quality. A prerequisite to oblige with ever increasing requirements is to have control over the ever increasing amount of data.

A system with quality controlled data delivers compliance, enables preservation, offers accessibility, is characterized with trust and has a high level of security. In other words the right information is made available to the right person, only the correct information is published externally, storage is optimized, workflows run more efficient and bottom line: the data delivers business value. 

Quality Control is a tool to assure your data is of high quality

  • Continuous automated and intelligent quality assurance of the organization's systems
  • A sophisticated workflow for corrections of quality defects on the data
  • Distributed tasks to each information owner with a user friendly interface
  • By using the tool, employees becomes aware and educated on the organization's processes and policies.
  • An overview over the organization's data quality

 

How does it work?

Continuous control and increase of data quality

Quality Control by Formpipe is a configurable standard product that can be connected to the organization's systems, and scans them based on a set of highly flexible rules. An observation based on the rule may indicate a quality defect and can be distributed to an appointed information owner who, with help from an implemented guide, can review the observation and make a correction on the defect.

An information owner can for example be the author of a document, the employee who sits at a workstation, an employee whose mailbox have been scanned, a case manager for a specific case or an owner of a folder structure on a common file share. 

By distributing these observations the employees get help to self-help so to speak. It doesn't just help the employees become more efficient in their everyday work but also distributes the workload of constant transformation alongside enabling a shorter time-to-market for change management initiatives. 

Register transcript

Quality Control has an appreciated support for doing register transcripts from connected source systems. Customers from the public sector helped develop what is now a unique GDPR-functionality on the market. Now a register transcript is not only made possible from the business systems but also from the ones characterized with unstructured data and previously hidden personal data, such as file shares and mail servers. 

Insight and intelligence for smarter decisions

Scanning multiple systems gives a broad picture over the organization's data quality that through a business intelligence-tool can be modelled to visualize status on different areas. Common use cases are GDPR-status that can be shown to supervisory agencies as well as management.