GDPR will transform how organisations approach information management, with more power afforded to the individual on what data is collected and where it’s stored. As a result, your legal teams will need to know how to respond appropriately.
Under GDPR, data governance becomes a top priority. Firms need to maintain legal preparedness by being able to quickly and accurately respond to litigation with the right information in the right time, while lowering risk of data spoliation.
This is because GDPR offers much more power to the individual. With principles like ‘the right to be forgotten’ (RTBF) and ‘the right to data portability’, as well as the ability to submit subject access requests (SARs), the individual has more say on the information collected on them and this means that companies must be proactive in their response.
Consequently, the key to excelling with litigation management is how readily available information is to organisations and their legal teams. Put simply, if legal teams have the right data at their disposal, they can respond to litigation and legal requests around GDPR much more easily and at speed too, all of which will be looked upon favourably by data protection regulators.
However, to get to this point, organisations need to ensure they have data that is properly governed and of high quality to ensure accuracy. After all, much of what is required to manage GDPR will require the implementation of new technology and internal processes. This includes having case management systems in place, and a framework that controls all elements of personal data.
GDPR and data discovery
By putting in place a ‘governance by design’ model which will allow organisations to identify high value assets and risk across their content, firms can start to meet regulatory challenges like GDPR much more proactively. Indeed, by working in this way, information is often easier to find, of higher quality and also more centralised than the more reactive, traditional approaches from point solution vendors.
This is what Micro Focus Secure Content Management Suite offers. It is armed with deep insight into customer data, so organisations can streamline and drive cost efficiencies into the process of protecting, leveraging and taking action on this information. The suite is focused on making the right decisions ahead of time, ensuring that companies can respond faster when they need to.
Alongside this, legal teams also need access to the data discovery systems which can sift through both structured and unstructured data across an enterprise to identify personal data – and this is where the Micro Focus Digital Safe suite can help.
It helps users with this, along with early case assessment, eDiscovery and legal hold applications.
It comes equipped with an intuitive user interface that has a broad set of APIs to access and use data with ease. This can help legal teams to maintain legal preparedness and to quickly and accurately respond to legal matters and investigations.
These solutions give the legal team a strong position to be able to provide the right information at the right time, but the ascent of machine learning and data analytics offer up new opportunities.
For example, to derive further insight into that data and its appropriateness for GDPR-related requests, businesses can use analytics and machine learning tools, which are built-in as part of the Micro Focus Digital Safe suite, to check on whether it is indeed necessary for the litigation case or legal request in question. This combines communications archiving with analytical tools to get a clearer picture from structured and unstructured information.
Built-in data protection
Yet while speed can be one of the priorities – legal teams must also be cautious about the way this data is shared; and that includes ensuring only specific data is shared with the right respondents in the right way. After all, GDPR is all about ensuring data protection and privacy, and businesses must adhere to strict security rules to lower the risk of accidental data spoliation.
Micro Focus has designed its solution with security and data protection in mind, tackling compliance requirements across GDPR, MiFID II amongst other regulations, meaning that legal teams can unleash the value of data without having to worry about the security side. In fact, the solution can lower the risk of accidental data spoliation, reduce time of eDiscovery and lower the costs related to manual review of information.
Furthermore, legal teams that are looking to archive communication data can do so using Retain Unified Archiving, which enables all of a company’s email, social media, and mobile communication data to be easily accessible from one central archive – both on-premise and in the cloud.
The Digital Safe Suite combines communications archiving, data analytics, and machine learning so your organisation remains compliant and litigation-ready. It also gives you the ability to integrate and archive all different communication types into one compliant unified content store, which is the first step in being able to effectively maintain a proactive compliance stance.
With Micro Focus and its family of solutions, legal teams should feel safe, secure and in place to start proactively managing litigation response under the requirements of GDPR.