Setting up the Data X-Ray to automatically scan, classify, and map your data is simple. Out of the box, Ohalo provides you with a Personal Data classifier (find out more about Rules here) that will get you fairly far along in classifying general types of Personal Data such as names, mailing addresses, email address, phone numbers, various national ID numbers, and more. If you have types of Personal Data that are unique to your organization, such as customer names or account numbers, you can easily optimize the algorithms to also identify that type of data.
The first step is to connect a datasource and click scan in the datasource page. Depending on the size of the datasource, the scan might take anywhere from 20 seconds to 2 hours. Don't worry though, as soon as the scan is done you'll get an email. Learn more about initial set up of the Data X-Ray, including connecting datasources and scanning, here.
Analyzing Your Organization's Data
The first thing you'll see after the scan is a high level overview of what was found in your datasources.
This Treemap Overview is a very high level overview of where the Data X-Ray thinks it may have found Personal Data in your connected datasource. You can also deep dive on any element by scrolling down to the Detail View. You'll see on the left side of each element there is an arrow that you can click on to expand the record or document to see what types of Personal Data were found.
Tracking your Data
Once you have found Personal Data (and are satisfied it is correctly classified), you can start labeling data to keep track of what you should do across all of your datasources. This is accomplished very easily by simply hovering over any row in the Detail View and clicking the pencil icon on the right hand side. You will be presented with a configurable list of items that you use to select actions that you might want to take for remediation, like establishing legal basis for processing of the data, deleting data, reviewing with team, and more.
You can configure and keep track of actions throughout all of your datasources in the Data Tracking tab in the navigation bar.
In the Data Tracking tab you will see exactly what actions should be taken for which datasources.
Feel free to adjust this feature to your workflows and bring your legal and data protection officers into the conversation as well by adding them to your team.
If you have any questions or concerns, please feel free to contact us at any time at [email protected] or +44 20 8133 7236 / +1 415 800 2913 (Monday-Friday, 8:00-17:30 London time).