DocsCorp just announced that Delphi, one of Sweden’s top commercial law firms, has chosen contentCrawler as part of its General Data Protection Regulation (GDPR) compliance strategy. The firm selected the contentCrawler OCR module to help address the “dark data” issue that was discovered after an audit of their file systems.
The audit found that 30% of the documents in the firm’s iManage Document Management System (DMS) were non-searchable. Nearly 70% of these were image-based PDF files, undermining the firm’s ability to manage clients’ personal data and to adequately respond to a Data Subject Access Request (DSAR).
For an organisation to comply fully with DSARS or data return, erasure or portability requests, it needs to be able to search its DMS for all relevant documents. In the case of Delphi, it scanned driver licences and passports for identification purposes without OCR’ing the resulting image documents. The firm ended up storing large amounts of personal data that was effectively invisible to search technology, putting the firm at risk of non-compliance.
Delphi looked into the iManage OCR tool, but the issue was this was restricted to just the DMS. For greater compliance firms need to widen the net and OCR documents in all repositories without limitations. It was for this reason that the firm decided to go with contentCrawler from DocsCorp. contentCrawler can be configured to OCR documents in other repositories and systems.
Henrik Järnberg, Head of IT at Delphi said, “Law firms don’t just store files in the DMS, firms also store documents in their network file shares. Since contentCrawler OCRs documents in all these repositories, your search results are much improved – something that is very important for GDPR”.