What is the Individual data extraction service?

What is the Individual data extraction service?

A user can request the Individual Data Extraction service when the user needs to retain or archive Sherpany documents for legal, compliance, or data-retention purposes. Sherpany provides the relevant meeting and library documents that were accessible to the user, including the user’s personal annotations, as a ZIP archive.

The extraction is performed at room membership and user level. It can be created for active users and may also be possible for former users whose room membership has been deactivated. Deleting a user from a room does not automatically delete all historical data linked to that user. If the relevant data is still available, Sherpany may be able to prepare an extraction for a former user, even if the user no longer has an active membership in the room. If documents from several rooms are needed, each room requires a separate extraction. The extraction only contains documents the user had access to in the relevant room at the relevant time.

Overview of the extraction:

• Scope: Room-level extraction for documents the user has or had access to. If documents from several rooms are needed, each room requires a separate extraction.
• Format: A ZIP archive containing PDF versions of the relevant Sherpany documents.
• Content: Meeting documents, library documents, and the user’s personal annotations on those documents.
• Access: Only the intended recipient can access the extraction after signing in to Sherpany.
• Availability: The extraction can be downloaded for 7 days and is permanently deleted after 14 days.

What is included in the data extraction service?

• Documents from meetings: provided as PDFs. Meeting minutes are only included if they were generated as a PDF and added to the meeting or library as a document.
• Documents from the Library: provided as PDFs
• The user’s personal annotations on those documents

What is not included:

• Labels
• Meeting content such as agendas, votes, tasks, decisions, comments, meeting books, and invitations
• User-related data
• Access logs

How the process works?

1. You request the extraction through your Sherpany Customer Manager
2. Sherpany reviews the request and initiates the extraction
3. When the extraction is ready, you receive an automatic email notification
4. Open the link in the email notification and sign in to Sherpany
5. Open the extraction in Sherpany and download it: 
   1. If you still have access to a room, go to Settings > Exports.
   2. If you no longer have access to a room, the available extraction is shown directly after login.

What about security?

A data extraction may contain sensitive customer and user information. Sherpany uses the following measures to secure the delivery:

• Access is controlled through Sherpany authentication. 
• The ZIP file is stored within Sherpany in secure encrypted storage. 
• The download link is generated inside Sherpany and is short-lived. 
• Downloads and relevant actions are recorded in the Audit Log. 
• After 7 days, the extraction is no longer available for download. 
• After 14 days, the extraction is permanently deleted from Sherpany. 

How to request an Individual data extraction? 

To help Sherpany process your request, please prepare the following information: 

• The Sherpany email address of the user whose data should be extracted. 
• If the export should be sent to another person: the Sherpany email address of the receiver. The receiver must have a Sherpany account in the same organisation. 
• The room or rooms for which documents should be extracted. 
• The preferred extraction date, if timing is important.