If your organization have documented business processes, it can often give a good overview of what PII is stored in systems. The documentation could for instance be data models and process descriptions.
But to get a more accurate picture on where PII actually is stored, this is often not enough. Process documentation normally describes main processes, and in many technical implementations one piece of information may be stored in many different places. Examples are so called staging tables, pre-systems, temp-tables and other types of technical solutions that store information in many places. In addition, older systems often have legacy parts that are not used anymore. Those may not be covered in the documentation.
confided data manager will help you by creating an inventory of what PII is actually stored in the databases. No matter how, when or why it ended up there.
confided data manager uses statistical algorithms to find PII columns in your databases. The selected columns can then be viewed in the windows application.
But the automatic inventory is only a best guess, so it is important that someone who has knowledge of the data refines these first result. There will be columns that contains PII but that confided data manager has missed. Or, more commonly, columns that has been identified as containing PII but that doesn’t.
The inventory is based on the actual content in the tables, it is not based on column names etc to figure out what type of data is in a column.
Many databases can contain tens of thousands columns or more. To manually create an inventory on that much information is nearly impossible. The inventory created by confided data manager can reduce the number of potential PII columns with 90-70%.
The user interface in the windows application is very intuitive. You can sort, group and filter the data as you wish. This will simplify the work with the inventory.
Each time you select a column in the application, sample data from that table is shown in a separate window so that you’ll understand what the data actually look like.
You can also create your own PII-categories (e.g. name, address, zipcode) in addition to those that are already included in the system.
There is a possibility to check columns/tables/databases as “finished” so you can mark your progress and always know how much work there is left on the inventory.
When you are finished with the inventory, you can create a report that will give you the complete picture over what PII there is in each database.