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      Data&More compliance Dashboard

      The Data&More compliance dashboard contains various metrics and graphs, which this guide explains in detail. Access to the dashboard is restricted to selected individuals and/or department managers.

      Monitored Data, Profiled Data, Personal Data, and Non-Compliant Data

      All these figures represent the volume of data in Gigabytes (GB) or Terabytes (TB) and the total number of data items scanned (displayed in millions or thousands). The data count includes all data types found during scanning, such as text, image, and table formats. The graph and percentage increase illustrate developments over the past week. Details about the figures are explained below:

      • Monitored Data: All scanned data across all data sources (e.g., Outlook, OneDrive).
      • Profiled Data: Data that has been analyzed across all sources. Data is classified as profiled once it has been examined to identify names, Social Security Numbers, passport numbers, driver’s license numbers, and other information relevant for classification as personal data.
      • Personal Data: This number represents all data classified as personal data after profiling, assigned a document class such as "Recruitment" or "Health Information." The classification process and personal data categories are described in more detail elsewhere. The "Personal Data" figure includes all classified personal data, regardless of its age or location, including folders or email accounts excluded from cleanup reports.
      • Non-Compliant Data: This figure shows the amount of personal data included in all cleanup reports. Cleanup reports typically define personal data as being at least three months old.

      Active Accounts and sites

      • Active Accounts: All active users in Outlook and OneDrive being scanned.
      • Mail Accounts: All unique Outlook users being scanned.
      • OneDrive Accounts: All active OneDrive users being scanned.
      • SharePoint Sites: All active SharePoint sites being scanned.

      Beneath the figures for mail accounts, OneDrive accounts, and SharePoint sites, a bar illustrates the proportion of the total scanned data volume.

       

      Miscellaneous Totals:

      • Compliant Data: Personal data that is less than three months old.
      • Notified Data: The total amount of personal data sent to users through cleanup reports. This figure decreases as data is deleted from cleanup reports.
      • Moved Data: The total amount of data moved to the GDPR Vault folder (NOTE: This feature is currently used by only a few customers).
      • Deleted Data: All personal data that has been deleted over time.
      • Private: The total number of data sets marked as "Private" by users.
      • Exemptions: The total number of data sets marked as "Exemption" by users.
      • Misclassified: The total number of data sets marked as "Misclassified" by users.

       

      Graphs

       

      Risk by date:

      This graph shows the age of the discovered personal data, determined by the date the data was created. The 15 largest categories of personal data are displayed here, each with its own color. By clicking on a category, it is possible to filter it out. In the upper-right corner, you can select time intervals such as Hours, Days, Weeks, Months, Quarters, or Years. By default, the selected setting is usually for the Years interval.

      Risk by Document Class:

      This graph displays the total amount of data found for the 15 largest categories of personal data (the rest are shown in gray).

      Accounts at risk:

      This graph shows the distribution of personal data across the scanned accounts. The 10 accounts with the most personal data are displayed here. If you need to view more than 10 accounts (up to the top 500), you can click "Select All" in the upper-right corner, which opens a new window. In the top 500 accounts window, you can copy usernames and the number of findings using the "Copy all accounts to clipboard" feature. The copied data can be pasted into an Excel spreadsheet for further analysis. When using the copy function, all accounts are included, even if the total number exceeds 500.

      Notification Status

      This graph shows how much of the discovered personal data has been notified, meaning it has been presented to the user in a cleanup report. The graph uses three colors to indicate:

      • Grace: Personal data that is less than three months old. By default, personal data under three months old is not included in cleanup reports. This figure provides an indication of how much personal data the user will receive in a future report.
      • Notified: The amount of personal data presented to the user in their cleanup report and not yet deleted.
      • Unnotified: This number indicates the amount of personal data that is old enough (older than 3 months) to be included in a cleanup report but has not yet been presented in one. The number thus shows how much new personal data will appear in the next report.

      This graph also includes an option to display the top 500 accounts, as described under "Risk Accounts."

      User Interactions

      This graph displays which users have utilized one or more of the three options: Private, Exemption, or Misclassified.

      This graph also includes an option to display the top 500 accounts, as described under "Risk Accounts."

      Deleted Data

      This graph shows the trend in deleted data over the selected time interval. The red graph represents how the cumulative total has evolved.

      In the upper-right corner, you can select time intervals such as Hours, Days, Weeks, Months, Quarters, or Years. By default, the initial setting is automatically chosen. The 15 largest categories of personal data are displayed here, each with its own color (the rest are shown in gray). By clicking on a category, it is possible to filter it out.

      Notified Data

      This graph shows the trend in notified data over the selected time interval. The red graph represents how the cumulative total has evolved. Notified data is the total amount of personal data sent to users through cleanup reports and not yet deleted.

      In the upper-right corner, you can select time intervals such as Hours, Days, Weeks, Months, Quarters, or Years. By default, the initial setting is automatically chosen. The 15 largest categories of personal data are displayed here, each with its own color (the rest are shown in gray). By clicking on a category, it is possible to filter it out in the view.

      Add Tab

      At the top center of the screen, it is possible to add tabs based on various criteria.

      When clicking on the "plus" icon, a window opens where you first enter the name of the tab and then select the data source. You can choose between AD Groups, Sources, Tags, Policies, and Notifications.

       

      AD Groups: Here, you can select from the AD groups available in the tenant used for scanning. It is possible to search for AD group names and view the number of users in each group.

      Sources: Here, you can choose between the sources being scanned, such as Outlook and OneDrive. The sources scanned depend on the agreement your organization has with Data&More.

      Tags: Here, you can select from the tags available in the system, such as "Private," "Exemption," and "Misclassified." For example, by filtering on the "Private" tag, you can view graphs and other data based on personal data marked as "Private" by users.

      Notifications: Here, you can select specific notifications, meaning the times when reports have been sent out. This allows you to filter the data included in a specific report.