The mail below is a suggestion for how to inform employees before the scanning
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Dear Employee,
Compliance with the EU Data Protection Authorities' Guidelines
To ensure that our company complies with the EU Data Protection Authorities' guidelines regarding the protection of personal data in accordance with the General Data Protection Regulation (GDPR), the company management group has chosen to use an automated cleanup tool.
This cleanup tool will scan and identify potentially non-compliant data, after which it will be handled accordingly.
The cleanup tool enables individual employees to handle the GDPR compliance process as efficiently and smoothly as possible both immediately and in the long run.
Scanning Process
Over the coming period, the company’s data located in Outlook and on file drives will be scanned. Any non-compliant data that is identified will be flagged for handling.
You will receive instructions on the time frame within which you should actively address non-compliant content and guidance on how to handle it. The solution takes into account private content located in emails and on file drives. For instance, documents or folders marked as “private” will not be scanned.
What You Should Do Now
You can begin cleaning up emails and file drives where private and sensitive information may be stored. Move any such information to folders labeled “private.”
Active Participation
We encourage all employees to take an active role in this GDPR compliance process. Should any questions or challenges arise, we are ready to assist.
The process and next steps will be communicated as needed.
Yours sincerely,
Compliance Team
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