Managing data in organizations is not only a technical challenge, but also one of security and regulatory compliance. In practice, even the best strategy can fail if not supported by the right tool. This is where Gimmal – a system used by IT, compliance, legal and archiving departments in various types of institutions to protect data and manage information in a secure and controlled manner.
Key findings
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Gimmal is used in public institutions, private companies, the financial and insurance sectors.
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Allows centralization of data distributed across multiple systems and repositories.
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In practice, it is used for classification, retention, audit and protection of documents.
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Gimmal implementations often go hand in hand with leakage risk reduction and improved regulatory compliance.
Table of contents
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Who are the users of Gimmal?
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Typical usage scenarios in organizations
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How IT, compliance and legal departments are working with Gimmal
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Examples of the benefits of implementation
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Selected case studies
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FAQ
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Summary
Who are the users of Gimmal?
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IT departments – manage document infrastructure, accounts, integrations, security.
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Compliance and security – define retention policies, inspections, audits and oversee compliance.
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Legal departments – use the tool to ensure cyclical deletion of data, and regulatory compliance.
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Archivists and records administrators – control long-standing documents and their archiving.
Typical usage scenarios in organizations
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Consolidate documents from different systems (SharePoint, file server, cloud repositories) under Gimmal management.
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Automatic classification of documents for confidentiality and appropriate access policies.
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Implement retention rules – such as deleting data after a certain period of time or archiving according to regulations.
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Access auditing – checking who accessed sensitive documents and when.
How IT, compliance and legal departments are working with Gimmal
A common platform gives all parties visibility into the same document status. IT can technically implement access control, compliance can define retention rules, and the legal department has access to logs and audits to demonstrate compliance. This avoids conflicts, duplication of work or inconsistencies between departments.
Examples of the benefits of implementation
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Reduce the number of incidents involving erroneous access to data.
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Reduce the time required for auditing and reporting.
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Reduce the cost of storing redundant documents.
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Reduce the risk of penalties for non-compliance with data regulations.
Selected case studies
For example, a financial institution implemented Gimmal to consolidate documents from branches – retention regulations were different in each branch. After implementing the central policy, the number of offenses dropped by tens of percent, and audits went more smoothly.
FAQ
Does Gimmal work with multiple repositories simultaneously?
Yes – it integrates with many systems and enables “in place” data management.
Do users need to get used to the new interface?
The interface is designed with the end user in mind – training is easy and changes are minimal.
Does the implementation require data migration?
No – thanks to connectors, Gimmal can work without changing the location of the documents.
Is it scalable?
Yes – it works in small organizations and in large institutions with many terabytes of documents.
Summary
In practice, Gimmal is becoming a central tool for managing documentation and data security in organizations. It enables collaboration between departments, automates processes and reduces the risk of errors and breaches. As a result, institutions can operate more efficiently and securely in an environment full of regulatory requirements.
