By the end of the year, employees at Familieretshuset will begin using a new anonymization tool designed to limit data breaches. Some staff members have already started using the system. This is a translated and modified version of an article from Version2 - access the article by Version2 here: https://www.version2.dk/artikel/efter-gentagne-databrud-it-vaerktoej-skal-stoppe-broelere-i-familieretshuset
Time and again, data breaches have occurred at Familieretshuset, but now it's supposed to stop. After the authority mistakenly sent information about specific individuals' stays at crisis centers to the ex-partners responsible for their stays in several cases, measures are now being taken to prevent further errors. To address this, Familieretshuset has acquired a redaction software tool that will anonymize sensitive information before it is sent to recipients. This is according to Oliver Julius Byrch Fjellvang, CEO of Cleardox, the company providing the new system.
He states that the first employees in "the most important departments" at Familieretshuset have already started using the system earlier this year.
Searching for Sensitive Information When employees at Familieretshuset upload documents to the new system, the anonymization tool searches for potentially sensitive information and flags it for the user, who can then anonymize the content that needs to be removed or pseudonymized.
The searches are based on several categories such as names, companies, job titles, mobile numbers, and email addresses, explains the Cleardox CEO.
Several other authorities already use the same redaction tool to anonymize documents, but when it was first implemented at Familieretshuset, a special category of words was created to search for.
"They have a special need to identify the names of crisis centers in their documents, so we've worked to make that possible for them," says the Cleardox CEO.
A Difficult Client Familieretshuset’s handling of data has been under scrutiny several times over the past three years. Denmark's GDPR authority, Datatilsynet, has criticized Familieretshuset every year for the past three years for sending sensitive information to the wrong recipients.
According to Cleardox’s Oliver Julius Byrch Fjellvang, Familieretshuset and Cleardox began discussions shortly after the institution was first criticized. The contract for the new system, however, was only signed late last year.
The procurement process, according to the CEO, has been more complicated than usual due to the sensitive nature of Familieretshuset’s cases.
Fewer Data Breaches Although the first employees have started using the anonymization solution, there have still been instances of data breaches at Familieretshuset after its implementation.
However, Datatilsynet assesses that the causes of these breaches have mainly been due to human error. In short, employees at the institution have been too inattentive.
At the same time, Familieretshuset itself believes that "there has been a positive development in the overall number of data breaches."
Oliver Julius Byrch Fjellvang expects the full rollout of their redaction software to be completed before the end of the year. And even though Datatilsynet has recently issued another severe criticism of Familieretshuset in its latest ruling, the regulatory authority will continue to closely monitor the number of data breaches going forward.
Familieretshuset states that the authority is also working on other initiatives to prevent data breaches.
In addition to the new IT tool, updated workflow descriptions have been prepared, and regular training sessions are conducted for both managers and employees, Familieretshuset’s press department wrote in an email.
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