ScanR

1 February 2018 -31 January 2021 Print

Are you GDPR ready? ScanR is used to discover and report on Personal Identifiable Information (PII) within documents stored in multiple systems

ScanR, from the UK software company TermSet is used to discover and report on GDPR Personal Identifiable Information (PII) within structured and unstructured documents stored in multiple systems, such as Microsoft SharePoint 2010, 2013, 2016 and Office365, FileShares, Google Drive, OneDrive, DropBox, etc. 

It helps organisations to automate the process and quickly respond to “Right to be forgotten” or “Subject Access Request". In addition, it can identify file duplicates, attributes of files by data size, last modified, viewed, or accessed. Convert all images, photocopies, scans into document format “OCR” (Optical Character Recognition) for free.

Key Facts

Benefits

  • 50% discount vs commercial pricing
  • Site licence
  • Retrieve GDPR Personal Identifiable Information within documents
  • Automate the process when responding to GDPR “Right to be forgotten” or “Subject Matter” requests
  • Sensitive documents can be identified and workflows can be initiated for routing, classification, governance and quarantine purposes

Important Dates

Agreement start sate: 1 February 2018

Agreement end date: 31 January 2021

Licence start date: 3 years from date of enrolment  

Eligible Institutions

Universities, colleges and other learning, educational and research bodies in the UK and Republic of Ireland.

Other organisations aligned with Eduserv’s charitable objectives of supporting education, research bodies and the public sector may ask to participate in the Agreement. Eduserv will liaise with the Supplier about any such requests.

Trial

Free trials are available. TermSet will provide a full production version 7 day evaluation licence key. To arrange your free trial please email help@chest.ac.uk

Product Information

Supplier Details

Owner: Document Insights Ltd

Supplier: TermSet

Product Description

ScanR is a unique product that uses Artificial Intelligence to identify and retrieve GDPR Personal Identifiable Information within documents. This means institutions can now automate the process when responding to GDPR “Right to be forgotten” or “Subject Matter” requests.

Ilustration illustrating how to achieve GDPR sensitive data compliance 

TermSet ScanR automatically scans, identifies and retrieves all personal information in all documents stored within multiple systems such as File Shares, O365, SharePoint, Google Drive, Databases, DropBox, One Drive, and CRM.

How ScanR works illustration

TermSet ScanR automatically scans, identifies and retrieves all personal information in all documents stored within multiple systems..

ScanR delivers an interactive dashboard to score the level of risk and exposure for identifiable personal information and subject access requests. 

Sensitive documents can be identified and workflows can be initiated for routing, classification, governance and quarantine purposes.

Short demo video here

Pricing and Ordering

Pricing

All prices are in GBP and exclude VAT

The table below shows the annual Fees payable for each year of a three-year licence when payment is made by annual instalments:

Institution Student FTE Annual fee
Small  Up to 3,000  £1,500
Medium  3,001 - 10,000 £3,999
Large 10,001 - 20,000  £7,999
Extra large 20,001 or more £9,999

The table below shows the single one-off Fees payable for a three-year licence when payment is made in advance:

Institution Student FTE Annual fee
Small  Up to 3,000  £3,825
Medium  3,001 - 10,000 £10,197
Large 10,001 - 20,000  £20,397
Extra large 20,001 or more £25,497

Payment Terms

On receipt of a completed Licence, Institutions will be invoiced for the Agreement year in which the Licence is signed. For each subsequent year, Institutions will be invoiced three months in advance of the anniversary date of the licence. Purchase orders and payments for the licence fee must be made to "Eduserv". Invoices are payable within 30 calendar days of the date of invoice.

Price is fixed at time of sign-up to the Agreement for the full term of the 3-year licence.

Institutions may, if they wish, pay a single charge to cover their commitment period (3 years).

All Purchase Orders must be made out to Eduserv and Eduserv's invoices must be paid within 30 calendar days of the date of the invoice.

Agreement Period

Start date: 1 February 2018
End date: 31 January 2021

Commitment Period

Institutions must make a three-year commitment from the date of joining.

How to Order

All sites should complete the following documents:

  • One copy of the Order Form
  • A Purchase Order for the full amount due plus VAT made payable to "Eduserv"
    and return them to Eduserv:
  1. By post to:
    Eduserv
    Royal Mead
    Railway Place
    Bath
    BA1 1SR

  2. By email to Eduserv: help@chest.ac.uk

Licence Information

Licence Type

This Site licence is subject to the terms and conditions for the Standard Chest Licence for Software.

Copying of the Software is allowed in accordance with the terms and conditions for the Standard Chest Licence for Software.

Termination Clauses

At the end of a Licence period the software sites will be required to delete the software from their systems.

It is the intention of Eduserv and TermSet to renew this three year Agreement. If the Agreement is renewed or extended then new conditions may apply. If the Agreement is not renewed then any extension is a matter between institutions and TermSet.

Location and Use Permissions

The product(s) may be used by any Authorised User of the Licensee for Educational Purposes which includes the administration and management of the licensee’s educational and research operations. These permissions are described in the terms and conditions for the Standard Chest Licence for Software.

Personal Licences

N/A

Service and Support

Trials

Free trials are available. TermSet will provide a full production version 7 day evaluation licence key. To arrange your free trial please email help@chest.ac.uk

Product Documentation

Full product documentation will be provided with the licence keys.

Training and Training Materials

This Agreement does not include provision for training other than that which is provided within the software and product documentation.

Technical Support

TermSet will provide full product technical support to the nominated Technical Contact and/or his/her Deputy at Licensed Institutions during normal business hours. Support is delivered via email. TermSet can be contacted at: Email: support@termset.com

System releases, new versions and functionality

ScanR product releases and/or new versions and new supporting documentation will be sent by the Supplier to each Licensed Institution as and when they become commercially available.

Method of delivery of product

The master copies of media and Licensed Materials will be delivered to the Licensed Site by TermSet. Some materials may be supplied electronically. Delivery can be expected in 5 working days from receipt of licence paperwork.

Hardware requirements

Although the software can be installed on any 64 operating system (including Windows 10) for evaluation purposes, for the production installation the following minimum hardware requirements are recommended.

Deployment type and scale   RAM  Processor  Hard disk space 
Up to one million documents stored on File Shares or SharePoint  8 GB  64-bit, 4 cores  80 GB for system drive 
Over one million documents stored on File Shares or SharePoint  16 GB  64-bit, 4 cores  200 GB for system drive 

Software prerequisites

The following software packages are required prior to the installation of ScanR.

Package  Download location  Size 
.Net 4.5.2 or later  https://www.microsoft.com/en-gb/download/details.aspx?id=42642   66.8 MB 
SQL CE 4.0 x64  https://www.microsoft.com/en-gb/download/details.aspx?id=17876  2.5 MB 

Account requirements

For audit and security purposes it is recommended that the ScanR software uses a dedicated account.

Scenario  Requirement 
Installation  Local administrator privileges are required on the machine to install the software 
File Share Scanning  Read access to all content that is required to be scanned 
SharePoint Scanning  Read access to all content that is required to be scanned 
SharePoint scanning and marking of documents with metadata  Site collection administration access is required for the first scan of a SharePoint location (to allow for the creation of site collection columns which will be added to each library).

For subsequent scans a minimal access of Contribute is required in order to modify the properties of documents (adding metadata values). 

Installation

The software is provided as a single MSI file.

Installation steps:

  • Ensure the minimum hardware requirements are met 
  • Ensure the prerequisite software packages are installed 
  • Using an account with local administration rights run the provided ScanR.msi file.

Get in touch

Phone
0300 121 0878
Email
help@chest.ac.uk

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Testimonial

“The GDPR requires all organisations to implement a wide range of measures to reduce the risk of their breaching the GDPR and to prove that they take data governance seriously, ScanR provides us with that capability.”

Data Protection Office, University of Derby
  • Screenshot of ScanR Demo video

    TermSet GDPR ScanR discovers, reports and takes actions around sensitive data within an organisation

    Watch the video

GDPR Sensitive Data Discovery with ScanR