With 25 November marking six months since the unforgettable GDPR deadline, the reality of the new data regulation has well and truly set in. So far, it’s transformed the way businesses interact with customers and changed the way we share and process information, but as many organisations are now realising, the deadline was only the beginning,

Even for the companies that were fully prepared for the deadline on 25 May, it is the ongoing task of ensuring that their compliance continues that is proving to be the biggest challenge.

Our Document Management Solutions (also known as DMS) support businesses in ensuring they are compliant, by offering the capability to capture, manage and control documents (digital or paper). Some of the benefits include:

  • Improved security
  • Fast retrieval of data
  • Streamlined audit trail
  • Workflow approval
  • More reliable back-up
  • Better regulatory compliance
  • Enhanced collaboration

We’ve highlighted a few key elements of the GDPR and demonstrated how our solutions can help your organisation comply with them…

The right to be forgotten

This enables an individual – so a customer, for example – to request the removal of their personal data where there is no compelling reason for its continued processing. This can be tricky if your records are kept on a combination of paper and digital files. If your company records are in a secure DMS, data can be located and deleted quickly and easily.

Therefore – set retention to automatically

The right of access

Individuals have the right to access personal data that an organisation holds about them, and also entitles them to request other information regarding it. If this personal data is stored in a DMS and tagged with appropriate meta-data, it’s a simple task to locate it for any individual.

The right to data portability

Article 20 of GDPR allows an individual to request a copy of their personal data that is held, in a commonly used format, such as a PFD. If your data is stored in a variety of formats across a number of locations, this can be very difficult to achieve. In a DMS, it can be quickly located and exported into a variety of industry standard formats.

Breach notification standards

Under the GDPR, companies are required to report any personal data breach that affects people’s rights and. Our Document Management Software improves security through the use of access permissions and anonymisation of individual documents, which could help avoid data breaches. Data can also be encrypted at document, database or storage levels.

Privacy by design

In simple terms, businesses should now only process personal data for their intended purpose and should not store it for longer than is necessary for that purpose. With our solution, Therefore, it is possible to set a data retention schedule, so you can decide how long information is being held and when it should be deleted – without a DMS, this is a challenging task

To find out more about our Document Management Solutions – eCopy, PaperCut, Therefore and File Stream – and how we can help ensure your business continues to be GDPR compliant, get in touch!