Faced with an overwhelming number of inactive user records and a system that wasn’t capable of automatically purging old data, a global technology and networking company turned to Octeum for an automated solution that simplified its records process and ensured it stays in compliance with user data regulations.
Client
Global technology and networking company
Company Size
78,000+ employees
System Size
620,000 cardholders – before
210,000 cardholders – AFTER
Project Team
Tim Valentine
Michael Yudichak
Aaron Newark
The Challenge
Compliance issues
The company faced two challenges that left user information and the organization’s compliance status at risk.
Challenge 1: Retention policy
The company’s retention policy requires that user data be removed two years after an individual leaves. Without the ability to automatically detect and remove a specific user or cardholder, the organization risked falling out of compliance and associated fines. But more importantly, user data—including name, manager and job title—stayed in the system longer than necessary, causing bloated data and creating performance issues.
Challenge 2: Audit and compliance
Government compliance and regulation agencies require that personally identifiable information is purged from employer systems—and within a certain amount of time—when an employee is terminated or leaves the company. The client’s current system, Lenel OnGuard Enterprise, didn’t have an efficient or automated way to remove data, creating a manual task that was both error-prone and expensive.
Required Services
Consulting
- Expertise in General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA) and related compliance laws
- Deep experience with Lenel OnGuard Enterprise to manage replication considerations and cardholder/user linkage
Managed Services
- Maintenance, monitoring and flexibility to deploy and support the client’s compliance solution
Security Software Solutions
- Configurable Windows service to periodically scan cardholder termination dates and remove data
- Configurable replication check to pause the pruning service if OnGuard Enterprise started to get backed up
Why Octeum
Experience & Proficiency
Octeum’s experience—combined with an existing partnership with the client—ensured ongoing, efficient support and maintenance. And the client benefited from Octeum’s expertise in:
- Lenel OnGuard Enterprise replication behavior
- OpenAccess API development initiatives
- GDPR compliance, regulations and related laws
The Solution
Octeum used Lenel’s supported API to build a solution that lets the client automatically purge data in a specific timeframe—ensuring the company is compliant with user information regulations and in control of when and how the system performs.
Configurable Timeframe to Run
The service Octeum developed can be configured to run at any time—nights, weekends or continuously. At launch, it was configured to run only during non-busy weekend hours. Once the bulk of data was cleared, the service was switched to run continuously with built-in safeguards that prevent taxing system performance.
Proprietary Replication Check
Octeum’s solution executes only when replication is manageable, ensuring high-priority transactions stay on track.
Results / Benefits
In its first two days, Octeum’s solution purged more than 283,000 inactive cardholder records. And in just a few weeks, the client’s inactive data list was up to date, ensuring the company is able to consistently meet data compliance requirements going forward.
