![]() Similarly, the DPC will be required to meet legal requirements to preserve information regarding enforcement actions. The data stored and processed by the legacy case management system must be preserved in a format suitable for analytics use. Given the volume of complaints, reports, and enforcement actions the DPC must manage, and the limited resources the DPC has to work with, analyzing historical data to help focus their efforts on the most critical complaints and issues ought to be a high priority. It is receiving a growing number of complaints that “disclose no identifiable data protection issue” and complaints that appear to be from individuals or organizations “attempting to misuse the GDPR to obfuscate or pursue other agendas.” The DPC’s 2020 Annual Report noted that it is aware of some troubling trends in GDPR enforcement. It is also difficult to use the data for analytic purposes or archive it for compliance purposes, both of which should concern the DPC. Integrating this Lotus Notes application data with newer systems can be quite difficult. These data structures have to be completely preserved in order to retain the documents as business records. Many of those custom Lotus Notes applications, like the DPCs case management system, still perform critical functions today, in spite of the cost of their maintenance and the difficulty of integrating them with newer systems.Ī “document” stored in a Lotus Notes database (NSF file) contains not only data fields, but also rich content, embedded files, embedded views, links to other documents and databases, and parent-child relationships with other documents. It rapidly evolved from the original three applications – Group Mail, Group Discussion and Group Phone Book – into a workflow application managing email, discussion groups, websites, document libraries, workflows and custom applications. It was cutting edge software when it was introduced in the late 80’s and wildly successful in the 90’s. Lotus Notes is a perfect example of the problems of legacy systems. Johnny Ryan FebruLotus Notes end of life: applications and data ICCL investigation reveals years of delays to major ICT overhaul intended to enable the to enforce the GDPR. Irish Data Protection Commission staff use Lotus Notes to run investigations in to the biggest tech companies in the world. ![]() In other words, it works well on its own, but has trouble sharing data with the DPCs EU counterparts and working with the website that receives most of the complaints and breach reports. The DPC reportedly responded that it had a fit and functional case management system, but conceded that the system was “dated” and “limited” in terms of how much it can be adapted for integration with a new DPC website and the shared platform used between EU data protection authorities. The Irish Council for Civil Liberties recently released a report suggesting that the use of Lotus Notes was one factor limiting the DPCs ability to enforce the GDPR efficiently. Three years after the GDPR went into effect, the regulator monitoring some of the most advanced tech companies in the world is facing criticism for slow enforcement as it struggles to manage a huge case backlog. They had planned to prepare for GDPR enforcement by implementing a new website and case management system which should have replaced the Lotus Notes applications by April 2017, but the IT upgrade is overdue and over budget. Remarkably, they manage all of this with Lotus Notes, an application platform first released over 30 years ago. According to their 2020 Annual Report they handled more than 10,000 cases and received 4,476 GDPR-related complaints and 6,628 data breach reports. A quest to replace Lotus Notes applicationsĪs the lead data supervisor for tech giants like Apple, Facebook, and Google, the DPC is the EU’s busiest GDPR regulator. In this case, Ireland’s DPC has a problem with Lotus Notes. ![]() Ireland’s Data Processing Commission (DPC) has recently provided another example of a familiar problem: legacy systems may serve a critical function, but the difficulty of integrating it with newer applications limits the utility of the data they store and process. But Lotus Notes? If your company is still using dated Lotus Notes applications, it’s high time to modernize or migrate. You can build modern applications on the new HCL Domino in 2021.
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