DATA PROCESSING POLICY
Data processing, in our concept, is the entire length of processing an information, starting with receipt of initial data (usually sent by client), continuing with vectoring it (inquiries based on it and receipt of results related to initial inquiry), temporary storage, sorting and analysing the entire amount of results, discarding the unusable data, analytically choose those left, and reported to client as per instructions. Discarding the sensitive data and destroying it after the report has been accepted, we deem to be the last and final stage of the data process as we understand it.
One of the very important steps in all this data processing line, is the conversion of data into usable and desired form. This conversion or “processing” is carried out using a predefined sequence of operations either manually or electronically. Most of the data processing is done by human operators, in a qualified and secure environment. The data we obtain may present itself in different forms like document, email message, image, graph, table, vector file, audio, charts or any other desired format depending on the method of inquiry we used and the type of output format we choose to get back as result.
FUNDAMENTALS OF OUR PROCESS OF DATA
Data processing is undertaken by any activity which requires a collection of data. This data collected needs to be stored, sorted, processed, analysed and presented. This complete process can be divided into 6 simple primary stages which are:
- Data collection (based only on the purpose of the research)
- Storage of data (only temporary, on offline & secured support)
- Sorting of data (done by qualified operators, on offline & secured support)
- Processing of data (only based on purpose, on offline & secured support)
- Data analysis (done by qualified operators, on offline data support)
- Data presentation and conclusions (reporting stage)
- Discard and destroy data acquired (post-report stage)
Collection of data is entirely governed by our Data Protection Policy and GDPR policies we have in place. Once the data is collected, the need for data entry emerges for storage of data. Storage can be done in physical form by use of papers, in notebooks or in any other physical form. The data collection may be a time consuming and large activity, and volume data may result, which is analysed and anything which is not strictly related to the purpose of our research is discarded. It goes without saying that we do not attempt to obtain data which is not in express accordance to the purpose of the research in the first place.
Once we have combed the data obtained and “cleaned” it, we will temporarily store it, for further work purpose, on offline machines. Having the data into digital form enables us to perform a large number of operations in small time and allows conversion into different types. We then select the output which best suits the requirement of our reports and analysis.
This continuous use and processing of data follow cycle called as data processing cycle and information processing cycle which might provide instant results or take time depending upon the need of processing data. Storage of data is temporary only, as we discard every trace of data obtained during our research, after reporting.
Storing, sorting, filtering and processing of data is always done by our human factor operators, not automatically entrusted to a machine. All operators are qualified and vetted for working with sensitive data, and they all are aware of the data protection policies we have in place, as required. Data processing manner provides the output file in various formats.
DIFFERENT TYPES OF FILES
Plain text file – These constitute the simplest form or processed data. Most of these files are user readable and easy to comprehend, such as (e.g.) mail message texts and attachments. Discarded after end of research and reporting.
Table/ spreadsheet – This file format is most suitable for numeric data. All data is reviewed and analysed. Discarded after end of research and reporting.
Charts & Graphs – Option to get the output in the form of charts and graphs is handy and now forms standard features in most of the data processing nowadays. Discarded after end of research and reporting.
Maps/Vector or image file – When dealing with spatial data the option to export the processed data into maps, vector and image files is of great use. We do not employ, consult or process this file format to any automated process. Discarded after end of research and reporting.
Other formats/ raw files – These are specific file formats which can be used and processed manually, during our research. These output files may not be a complete product and require further processing. Discarded after end of research and reporting.
METHODS OF DATA PROCESSING
Manual data processing – In this method data is processed manually without the use of a machine, tool or electronic device. Data is processed manually, and all the calculations and logical operations are performed manually on the data. This is our preferred method of data processing.
Mechanical data processing – Data processing is done by use of a mechanical device or very simple electronic devices. We seldom employ the use of such implements.
Electronic data processing – The fastest and best available method with the highest reliability and accuracy. The technology used is latest as this method used computers and employed in most of the agencies. The use of software forms the part of this type of data processing. The data is processed through a computer; however, we only use machines which are encrypted professionally, and we do not communicate or work online on these machines. They are always offline. Also, several layers of security are put in place, for the information to be safe.
WHAT MAKES PROCESSING AND SECURITY OF DATA IMPORTANT
All the data we collect is governed by our data protection policies, and it never occurs outside the necessary approval of our client and in the presence of the candidate’s own signed accord. This data may be in relation to academic, educational, employment, private data (addresses, location, contact data, etc), institutional or commercial type and so forth. This collected data needs to be sorted, filtered, analyzed and presented for it to be of any use. This process can be simple or complex depending on the scale at which data collection is done and the complexity of the results which are required to be obtained.
The need for data processing security becomes more and more critical in such cases. We always audit our processes to ensure no gap is left for mistakes or unwanted dissemination of said data, and after we report on our findings, we always destroy and discard any piece of information we have used during our research, either sent as initial data by client, or obtained by us.
For more information on our Data Processing Policy, please contact :
Mr. Julian Tanase