On March 5, 2018, we launched Easit BPS™ 1.19. The focus of this release is an extensive system support and processes to comply with the new Data Protection Regulation (GDPR). Other generic features that provide benefits in other areas have also been developed. Below is an overall summary of the system support for GDPR contained in Easit BPS™.
The full release information for Easit BPS™ 1.19 is available at Infocenter.
Upgrade to Easit BPS™ 1.19 now!
For questions and to upgrade to the new version, please contact Easit’s support at firstname.lastname@example.org or 0771-25 00 00.
GDPR Article 17 describes the rights of the registrant to remove his personal data. In order to handle this, Easit has developed the Anonymization feature.
Anonymization of an item means clearing data in all fields and functions classified as personal data. Using a configured set of rules based on the customer’s data, the system automatically finds finds items containing the registered personal data. An automatic search of the entire system is also made, to find personal data in unexpected locations in the system. The result is presented in a guide where step by step, with full control, you can choose which data to be anonymized.
Anonymization allows for analysis
Before a person is anonymized, manual procedures are required to check if the person can really be anonymized. It is important that the person has no active requests, contracts, assets etc. in the system. To make this analysis of what items are associated with the person, there is now a built-in free text search in the anonymization wizard.
A warning icon is displayed on items where personal data is found in fields / functions that are not classified and thus risk not being removed.
By selecting an item with a warning, the non-classified fields / functions are displayed. It is then possible to edit the field contents by, for example, deleting the personal data. It is also possible to clear function data in, either by removing all data or only the records that contain personal data, such as e-mails containing personal data.
Fields such as “Name”, “Phone Number” and “Email Address” usually contain personal data whereas fields such as “Status” and “Category” usually do not contain personal data. Also, functions in forms can also contain personal data.
Functions containing personal data may be, for example, emails, notes and history. By pointing out which fields and functions are to be classified as personal data, you determine what should be cleared in the anonymization process. Fields and functions not classified as personal data are left untouched in the anonymization process, which makes it possible to get statistics also for anonymized data.
Easit’s discarding function provides a structured way to delete personal data that you no longer have any legal reason to keep. This feature is used to easily clear personal data on multiple items at once. For example, it may be contacts that are no longer active customers.
You configure conditions for which items you want to include in the discarding process. The discarding process takes place in a step-by-step guide, which will safely help you to erase “old” personal data.
In Easit BPS 1.19 there is a new type of log that helps track certain user activities. For example, the log can be useful in investigations, help quantify potential damage, and assist in reporting to the data inspection authority. The log can in itself be a source of personal data and is therefore not activated automatically. You as a customer must decide if this audit log should be activated.
Easits GDPR process™
With Easit’s GDPR process, you get help keeping track of where, and for what purpose, you process (store) personal data.
When the people you have in you registers ask for information, corrections or removal, you have a structured way of doing this in all applicable systems.
Easit’s GDPR process helps with structure, case management, delegation, reporting, follow-up and monitoring of deadlines. Three sub-processes are included:
• Processing register
• Personal data request
• Consent contract
Upgrade to Easit BPS™ 1.19 now!
For questions and to upgrade to the new version, please contact Easit’s support at:
email@example.com or 0771-25 00 00.