GDPR – Are you ready?

Gather and Categorise

The GDPR does not only apply to digital or new data created after the 25^th of May 2018 but to all your existing data as well in all of its forms. Of greatest concern is  your physical documents which you may have in various places within your offices or possibly even at off-site locations or archives. All of this is information needs to be categorised and analysed if you are to be able to abide by the GDPR regulations regarding an Individuals data. Digitising this existing information and categorising and storing it in an easily accessible way is possibly going to be an organisations biggest challenge. So, is your business GDPR ready?

How we can help:

• Scanning, OCR and Categorization of all documents using Scan2x
• Secure Storage of physical documents after digitisation

Data in Focus

Contrary to what you may have heard the GDPR is not concerned with all data or information but is focused on the protection of the rights of Individuals. So the data that needs to be categorised and that has to have a specific reason and time frame for retention is limited to the personal information of individuals. Therefore™, identifying the relevant data that your organisation handles and creating standard policies for its are vital.

How we can help:

• Scanning, OCR and Categorization of all documents using Scan2x
• Secure Storage of digital documents, email and more in the Therefore™ Document Management System (DMS)
• Categorise Data in the DMS to ensure limited usage rights on data and automation of retention policies
• Secure Storage of physical documents off-site

Protect Data

Retaining an Individual’s Data is now a privilege and no longer a right. As such we need to ensure that we protect an Individual’s data for as long as it is in our possession. All data needs to be categorised and a specific usage and retention policy created for each. Ideally with an automated procedure to automatically remove all data which is no longer relevant or that should be removed as defined by our retention policies.

It is also vital that we ensure that there is no Data leakage of an Individuals information whilst it is within our care. So restricting visibility and indeed usage of this data is very important. You need a system which will not only restrict who can see the information but also control if they can copy, print or email this information.

How we can help:

• Scanning, OCR and Categorization of all documents using Scan2x
• Secure Storage of digital documents, email and more in the Therefore™ Document Management System (DMS)
• Categorise Data in the DMS to ensure limited usage rights on data and automation of defined retention policies
• Print and PhotoCopy restrictions on sensitive data using uniFLOW
• Secure Print and Copy Devices from Canon
• Tight integration with Office365 to allow for security throughout the data lifecycle

Rights of Individuals

The GDPR gives Individuals very specific rights about their personal information.

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.

Having systems in place which allow you to deliver on these rights will probably be a major challenge for most companies. It is vital that all information is digitised and categorised and uniquely tied to each individual allowing your company to quickly and easily respond to all of the above Rights as required.

How we can help:

• Scanning, OCR and Categorization of all documents using Scan2x
• Secure Storage of digital documents, email and more in the Therefore™ Document Management System (DMS)
• Secure Storage of physical documents off-site – With Same day delivery of any required Originals