Records management and compliance are significant topics with the EU General Data Protection Regulation (GDPR) coming into effect May 2018.
The GDPR directive is riskier for businesses compared with previous versions as sanctions can be up to four percent of a company’s worldwide turnover. However, GDPR also provides organizations with a positive opportunity to review their data processes so that they work more effectively for the company and its customers.
Some aspects of GDPR are not straightforward. Although GDPR is a European directive, GDPR affects companies either storing in other regions or holding data of people in other countries. GDPR could therefore have an impact on international companies, with offices in the USA, or hosting data in the USA.
If you are not sure if you are GDPR ready, Document Logistix can help you with a readiness audit.
The good news is that a retention policy that enables organizations to capture, manage and destroy electronic information automatically is relatively simple to implement.
Is your retention policy GDPR-ready and enforceable?
Under GDPR organizations must track use of records and documents. Tracking must include a documented understanding of why, where and how information is stored.
GDPR also requires you to have an enforceable retention policy.
A retention policy sets the time that information must be retained. It provides a framework for employees on how they should manage information from creation to destruction in order to comply with data and GDPR regulations.
Approaches to retention policy enforcement: manual or automated?
When individuals enforce a retention policy, it involves a lot of manual intervention, time, effort and cost, and potential error.
Alternatively, organisations that ruthlessly delete files end-of-life data, without warning, could potentially lose important records.
Integrated records management is safest for regulatory compliance
Since corporate data includes everything from employee information, client records to supplier emails – practically any data that is generated in a business - adopting integrated document and records management processes is essential.
Document Logistix can help you to ensure that retention policies are applied automatically to physical files, electronic documents and emails.
Our electronic document management system embeds good governance into your business processes so that policies can be enforced in controlled and uncontrolled environments, inside and outside the corporate firewall.
EDMS automation also reduces the costs of managing information and enforcing a retention policy.
Document Manager provides comprehensive on-premise, Cloud and SaaS options
Document Manager has been the trusted DM solution of small and large organizations for more than 20 years. We have knowledge of many industry sectors, including law, manufacturing, logistics, professional services, finance and education.
Digitization is a logical move for companies that want to reduce the complexity surrounding information management Moving all or some of your data to the Cloud makes it far easier to collate, protect and audit.
Retention management is a natural extension of our Document Manager system; it can be integrated seamlessly in your day-to-day business workflow.
Document Logistix experts are talking to companies every day about the EU General Data Protection Regulation. If you are not sure about GDPR or its iternational implications, please Get in touch.
GDPR. How document managment helps with GDPR compliance. Document Logistix
Jason Field Document Logistix User Group 2019. Subject Access Requests, GDPR, Compliance and Automation.
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