Concept Searching and Britecloud provide metadata-driven solutions to help organizations solve problems related to GDPR compliance. Their technology automatically generates metadata to identify sensitive personal information across structured and unstructured data sources. This helps clients address requirements for data access requests, reduce non-compliance risks, and allow auditable data handling processes. The presentation discusses how their solutions have helped clients reduce servers, clean up files, migrate content efficiently, and prevent data breaches.

1. © Concept Searching 2018
Enough Talk – Solving GDPR Problems
Through Metadata-Driven Compliance
John Challis
Chief Executive Officer
Concept Searching
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch
Simon Wright
Chief Executive Officer
Britecloud

2. © Concept Searching 2018
Simon Wright – Chief Executive Officer of Britecloud, a UK
software distributor specialising in cloud-based security,
compliance, process automation, and productivity solutions.
Simon has over 15 years of experience in technology consulting
and global software vendors.
John Challis – Founder and Chief Executive Officer of
Concept Searching is an experienced entrepreneur, having had
success with several previous ventures involving the
management of unstructured data. He is the originator of the
company’s compound term processing technology and is the
driving force behind the product strategy.

3. © Concept Searching 2018
Agenda
• Who we are and what we do
• Technology differentiator
• GDPR – opportunity or threat?
• Demo
• Case studies
• Benefits
• Takeaways

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• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured information
• Profitable, debt free
• Technology Platform
• Delivered as a web service
• Automatic concept identification, content tagging, auto-classification,
taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 9 years KMWorld ‘100 Companies that Matter in Knowledge Management’
9 years KMWorld ‘Trend Setting Product’
• Authority to Operate enterprise wide US Air Force, NETCON US Army,
and Canadian SLSA
• Client base: Fortune 500/1000 organizations in Healthcare,
Financial Services, Manufacturing, Energy, Professional Services,
Pharmaceutical, Public sector and DoD
• Microsoft Gold Certification in Application Development
• Member of SharePoint PAC and TAP programs
• Suitable for all versions of SharePoint on-premises and SharePoint Online,
including the latest vNext dedicated platform and the government cloud
Who Are We?

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Concept Searching’s technology platforms deliver
semantic metadata generation, auto-classification and
taxonomy/Term Store management, and are fully
integrated with all versions of SharePoint on-premises,
Microsoft Online/Office 365, and OneDrive for Business
What Do We Do?
These infrastructure platforms integrate not only with
SharePoint but also other content repositories, search
engines and file shares, enabling our clients to add
structure and manage their enterprise content,
regardless of environment
The resulting classification metadata is used by clients
to deliver ‘intelligent metadata solutions’ in areas such
as enhanced search, migration, data privacy, records
management, policy enforcement, compliance, text
analytics, and business and social collaboration

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A manual metadata approach will fail 95% of the time
Why is Metadata So Hard to Get Right?

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Why Are We Different?
It’s all about metadata
• Unique IP compound term processing
• Identifies multi-word terms that form
a complex entity
• Ambiguity inherent in single words
is eliminated
• Works in any language, regardless of
grammar or linguistic style
• Generates objective metadata based
on an understanding of conceptual
meaning

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Management and Refinement of Taxonomies
Taxonomy Management
• Product designed for subject-matter experts
• Web-based interface
• Taxonomy component most sophisticated in the industry with unique
features to assist taxonomy administrators to easily refine taxonomies
• Ability to incorporate your nomenclature and business terms into the
taxonomies
• Eliminates the need for highly trained staff, consultants, long training
periods, or learning a new application language, and eliminates Boolean
expressions
• Document movement feedback to see cause and effect of changes
• Dynamic screen updating to changes without re-indexing
• Automatic clue suggestion

9. © Concept Searching 2018
Redaction Capabilities
• Redaction capabilities are incorporated into the
conceptTaxonomyWorkflow component
• During migration, documents can optionally be
processed by a redaction handler
• Removes privacy or sensitive content
• Accepts entity extraction, regular expressions,
and custom entities specific to business needs
• Cleansed documents are then pushed to the
destination system as normal
• Support is available for text files, Office files,
and PDF files

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Scope

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Article 15 Details – Simplified
“The data subject shall have the right to
obtain from the controller confirmation as to
whether or not personal data concerning
him or her is being processed, and, where
that is the case, access to the personal data
and the following information.”
• Why you have it
• What category of personal data you have
• Who you have, or will, share it with
• How long it will be stored for and how
you will decide that period

12. © Concept Searching 2018
Questions You Should Be Asking Yourself
Here are some technology challenges you are likely to be facing today
• Can my search and classification technology span all the systems in
my organisation?
• Can I get a unified view across all my corporate systems of what data
I have?
• Can I see what amount of data will be likely to fall under the GDPR?
• Can I identify what data contains PII and sensitive PII?
• Can I implement one GDPR corporate taxonomy across all data
sources?
• Can I implement and enforce data handling policies across all systems
in real time?
• Can I implement data handling processes in a repeatable and
auditable way?

13. © Concept Searching 2018
What About GDPR Readiness?
What are the facts?
• 9.2 billion data records were stolen in 2016 WebTitan
• 7,000 per minute Dark Reading
• Average cost for GDPR compliance is $1 million CMTFile, MediaPost
• Tesco Bank would face £1.9 billion fine under GDPR TheINQUIRER
• Millions of Verizon customer records exposed in security lapse ZDNet
• Cybercriminals are refining and strengthening their attacks
How are you approaching GDPR?
• Don’t care
• We won’t get audited
• We’re doing our best to get there
• It’s an opportunity

14. © Concept Searching 2018
Have You Checked Here?
Hidden and Forgotten
• Click streams and browsing history
• Biometric data – voice recordings, photos, videos
• Microsites
• Backup data
• Email
• Sales prospects – Notepad, iPhone Notes
• Social sites – LinkedIn, Twitter, Facebook, blogs
• Printers, scanners, copiers
• Paper
• Unstructured content
• Semi-structured content
• Structured content

15. © Concept Searching 2018
Automatic metadata generation, finding sensitive or privacy information

16. © Concept Searching 2018

17. © Concept Searching 2018
Records Management
Situation
• Nonprofit public benefit corporation,
• Highly regulated
• Relied on website to address requirements of
diverse audiences, updated daily
• Unable to implement content lifecycle
management
Challenges
• Erroneous tagging of documents
• Poor information retrieval
• Needed to improve site visitor experience
• Management of complexity and amount of data
• Leverage SharePoint investment
Products Used
• conceptClassifier platform
• conceptClassifier for SharePoint
• conceptTaxonomyWorkflow
Achievements
Automates document workflow for
storage, preservation, access, and
usage controls, and eliminates end
user tagging
Assists in the management of content,
identifying records and content that
should be archived or contains
sensitive information
Facilitates the retrieval of records as
well as highly correlated content that
typically is not found
Ensures compliance with industry and
government mandates enabling rapid
implementation to address regulatory
changes
Native integration with SharePoint and
the Term Store, maintains GUIDs

18. © Concept Searching 2018
Identification of Sensitive and Privacy Information
Situation
• US government military agency
• 633,000 part-time, civilian, and full-time
employees
Challenges
• Erroneous manual tagging of documents
• Prevent data exposures of privacy, sensitive,
and confidential information
Products Used
• conceptClassifier platform
• Hosted by Serco
Solution
• The solution scans both the Internet and
intranet in real time, and compiles a report of
PII erroneously present on unprotected portals
Achievements
Ability to proactively take action
on potential data breaches
Removes documents from
unauthorized access
Prevents portability
Eliminates end user tagging
Nontransmissable view of email
without specific authorization
No data breaches experienced
in last 11 years

19. © Concept Searching 2018
Content Optimization, Migration, Information Retrieval,
Collaboration
Situation
• Global manufacturing company
• Moving from a SharePoint on-premises
environment to Office 365
• 40,000 users
Challenges
• Poor information retrieval
• Inability to collaborate
• Unable to reuse and repurpose content
because it could not be found
• Needed to clean up file shares and
document repositories to eliminate ROT
Products Used
• conceptClassifier for Office 365
• conceptClassifier for Hybrid Search
• conceptClassifier Connectors
• Azure environment
Achievements
Able to reduce server footprint from 55 to 5
through content optimization
• Identified records never declared
• Identified privacy and confidential
vulnerabilities that were unprotected
Migrated 20 million documents in less than
2 weeks
Integrated over 30 diverse internal and
external repositories into one search index
Eliminated end user tagging
Single enterprise metadata repository
New ability to perform content analytics
and manipulate data using standard
analytical tools, including artificial
intelligence

20. © Concept Searching 2018
Benefits
• Strategic solution – not a band-aid
• Ability to find all instances of a client, prospect, or other stakeholder
from diverse applications and repositories
• Protects the organization from sensitive and privacy information
exposures and breaches, in real time
• Eliminates end user tagging
• Solves metadata challenges in search, records management, migration
• Demonstrates willingness to comply with GDPR to authorities
• Backs up documented data handling processes with repeatable and
auditable processes
• Reduces manual handling of subject access requests and internal data
exceptions
• Give data protection teams the best chance of meeting GDPR
response obligations
• Minimises risk of fines whilst maintain corporate reputation

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Takeaways
• Decide which solutions are right for your organization
• Short term fix or an adaptable solution that can support you
from day one through compliance and beyond
• Explore case studies on the Concept Searching website to see
how organizations in highly regulated sectors have used the
solutions to great effect
• Book a one-to-one session with Concept Searching and Britecloud
to discuss how we can support your specific challenges

22. © Concept Searching 2018
Next Webinar in Metadata-Driven World Series
Metadata-Driven Cleanup of Files, Content, and Email
Wednesday, May 2, 2018
Register
If end users in your organization are like most, they don’t use the delete key
often enough.
The result is an overwhelming amount of saved content. Records are often
not declared, sensitive or privacy information lacks control, and ROT files
slow down search.
All this causes noncompliance, and makes migration more complicated
than it should be.
We share details on how one of our clients reduced their servers from 54 to
5 through content optimization, indexed over 20 million documents, and
experienced a problem free migration to Office 365, in only two weeks.
Read more and register in the Upcoming Webinars area of our website.

23. © Concept Searching 2018
Thank You
John Challis
Chief Executive Officer
Concept Searching
www.conceptsearching.com
marketing@conceptsearching.com
Twitter @conceptsearch
Simon Wright
Chief Executive Officer
Britecloud