(EN) DataMapper - Welcome mail to users

Below, you’ll find a template for a welcome email that you can send internally regarding DataMapper. The template includes instructions on how to use it within your company and a step-by-step guide for your colleagues on getting started.

The text is relatively long as it also includes detailed instructions to help everyone get up and running.

You can copy the text into an email and send it internally or paste it into a Word document to attach to an internal email. Of course, you are welcome to adapt the text to include your internal processes and ensure all relevant communication is covered 😊

Dear All,

To ensure compliance with GDPR and relevant regulations, we continuously work on updating our data protection policies and processes. This work is essential for safeguarding personal data and meeting the requirements placed on our company.

We are initiating a project to gain an overview of and clean up data containing sensitive information in accordance with GDPR. A crucial part of this effort involves managing our emails.

Therefore, we are introducing DataMapper, which will help us identify emails and files containing sensitive personal data. By using DataMapper, we will be able to scan all employees' emails across all departments.

What this means for you:

• All employees with an email account will have their emails scanned. The scanning is mandatory and will be conducted using DataMapper as outlined above.
• If you do not wish to have your account scanned, please contact your immediate manager.

Timeline and Actions:

• Start date for scanning: (INSERT DATE)

Personal Content:

To protect your privacy, please create a folder in your email account called "Private" or similar and move all private content there. This must be done before the scanning begins (see date above).

Examples of documents that may be considered private include:

• House purchases
• Legal documents (e.g., divorce papers)
• Education/Children
• Travel documents (e.g., passports/hotel bookings)
• Private expenses/receipts (e.g., travel-related)
• Health documents (e.g., downloaded letters from your doctor)
• Contracts/Resignation letters/Pay slips

These are typical examples of documents employees may occasionally have on their work PC or email.

Important to Note:

• No content viewing: The report does not show the content of your emails but only file types and names. We do not have access to your emails.

• DataMapper exceptions: You can specify that DataMapper excludes your private folder from the scanning.

  
  

How to Get Started:

You will receive an email in your inbox with an invitation to the system (look for one titled "You have been invited to DataMapper"). Simply click the link "Log into DataMapper" and log in with your work email and password.

Once you receive the invitation, follow the few steps below to start reviewing your emails and files for GDPR-sensitive data.

Step-by-Step Guide:

1. Click the invitation link, and you will be guided through the sign-up flow in a few steps.
2. Select folders – exclude private folders.
3. After selecting folders, you will be directed to "Data Locations" – here you can see the folders you have selected and the last synchronization date.
4. For Outlook, activate the delete function – this is done by clicking "Settings" next to Outlook, checking the box, and saving changes.

5. You can then click "Risk Documents" to begin cleaning up your scanned documents.

   
   

Once you have cleaned up a number of files, you can log out. Your data will not be lost and will be ready for you the next time you log in to continue your cleanup.

If you have any questions or need assistance, please reply to this email.

Best regards,

Your Name/Team