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With the GDPR deadline rapidly approaching, there is a greater need than ever to know every aspect of our environment and the metadata within. Flagging columns and tables that could contain sensitive personal information is going to be integral as privacy is given more value than ever. By utilizing the Data Dictionary function inside of DOC xPress, we can add custom flags to our metadata so that we know exactly where to find and update or delete personal information.

In this demo, I’ll show you a simple case study using the Data Dictionary within DOC xPress. Let’s dive in:

  • I start in DOC xPress and choose the Data Dictionary function.
  • Within here, I can go through and flag specific items. In this demo, I’ve selected my GDPR solution and chosen GDPR Personal Information from the list of categories associated with it. That is applying to columns within tables inside the SQL Server Stack.
  • Now, I click on Analyze and it will look through my entire GDPR table database and find where I’m missing entries.
  • I then close and drill down and open the Data Dictionary itself. I go into Switch into Edit Mode, as I’ve already gone through and added these values, otherwise it would only show me what was missing.
  • I’ve also turned off Business Owner, Description and SLA since I only want to look at GDPR_PII (Personal Information).
  • Then I drill down to the table level and it’s going to be inside my GDPR table and my GDPR exclusions.
  • I can see the Credit Card column (PII-CC) and the Social Security column (PII-SS) are flagged as Personal Information items.
  • Now that I’ve added these inside of here, I went through and created new documentation for this.
  • And now I can see an entire capture of my test database. I drill down into the table and column level and I can see a CC and SS now has a data dictionary entry attached to them. I can also find them using the Search function inside of a CHM or HTML type file and it will tell me exactly where to find that file.

So, there you have it, an example of how DOC xPress and the Data Dictionary can be used to ensure that you know your way around your entire data environment. Personal data security and GDPR is a hot topic these days and with GDPR going into effect in May, it’s important to start investing in ways to protect personal information. To learn more about how DOC xPress can help, visit our website and download a free trial today.

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