Next® gets built-in GDPR classification

Being on top of your document's GDPR classification is more important than ever. Having all your documents in a unified enterprise archive is a vital first step. 

Myriads of customers have already used Next® to tell which documents contain personal information which do not. These custom solutions will continue to work perfectly, but with this new standard built-in GDPR classification we make it much easier to get started for newcomers. 


A new info panel shows the document's current GDPR classification


Every document in Next® now has a new tag - GDPR category.

Out of the box, this category can have one out of four values: 

  • None (Green)
  • General (Yellow)
  • Sensitive (Red)
  • Unknown (Grey)


In addition to the category, each document also has a GDPR status. 

  • Automatically
  • Verified


The GDPR category for each document is automatically set using a GDPR classification policy.

  • Contains No Personal Information
  • Contains General Personal Information
  • Contains Sensitive Personal Information
  • Contains Unknown Personal Information


In each of these classifications, you can enroll the document types, you wish to automatically classify as such. 

Typically you will enroll Employment contracts, Expenses, and Payroll slips to Contains Sensitive Personal information. While Purchase invoices, and Supplier letters are enrolled to Contains No Personal Information. 

This means that any Supplier letter added to Next® automatically will be classified as None (Contains no Personal Information).

If you then discover that a specific supplier letter contains sensitive detail regarding an employee, you can use the Set GDPR classification action to change the classification manually to Contains Sensitive Personal Information. And, you may add a note on why you made this change. 


When you find out that the review actually contains personal data, you change the classification and tell why


Who is able to make such changes is defined by a GDPR classification policy set for manual use. 

We suggest that you set up automatic GDPR classification for all document types. If you have documents that are not classified, you are still able to make the classification manually if you enroll them in the policy To be manually GDPR classified.   


Finding classified documents

If you find yourself in a position where you need to locate documents based on their GDPR classification. "All Supplier invoices with a Sensitive classification", you can easily do so.


Easily find all Supplier invoices with a Sensitive classification


You now have a new built-in search form - GDPR classified documents.


Click to see only the GDPR Sensitive reviews 


The GDPR classification is also available as a search criteria in all other built-in search forms. 

More advance features

Next® Mailroom makes it possible to make more advanced and rules based GDPR classification, based on not only the document type, but also the actual content of each documents. 


Business log:

The business log is always important, but especially when Next® does stuff for you automatically it's important that you can document when someone has taken over.


Adria Leon changed the document's GDPR classification to Sensitive 


Future enhancements

In a later release of Next®, you will be able to enhance the built-in classifications with your own.

We are considering to add a list action that allows you to manually classify all documents in a list. 

For the techies

The GDPR Classification policies, the GDPR details panel, the GDPR classification search, the standard categories and statuses are all provided as built-in configurations - ready to use from day one. All you have to do, is to enroll your document types in the relevant GDPR classification policies. 

Extractors are provided together with this feature, and hence you can make permissions depend upon this classification using the optional Dynamic Permission Control.

Commercial terms and conditions

This new feature is available at no additional cost, to users with an active service plan. Any consultancy assistance will be invoiced.   

Disclaimer

Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  


Details

Title:

Next® gets built-in GDPR classification  

Type:

New feature

Status:

Released

Release time:

September 2022

Affected products:

Next® Contracts
Next® Enterprise Archive
Next® Go
Next® Invoices
Next® Processes


Audience:

End user
Admin
Specialist

Classification:

Public

Responsible product manager:

Kim Hellum

Updated:

21.10.2022

By:

Kim Hellum