Data Protection Act is Being Replaced with GDPR in May 2018.

Is your company ready for the changes?

As you may know, every organisation holding any paper or electronic data that contains any personal information will be affected by this new legislation.

You most certainly are, every organisation has personal records of its staff. Once you start looking under the skin of this you will unearth far more personal information than you realise you had about individuals, sole traders, customers and suppliers both past and present.

This would be any information that would identify a person or lead to identifying a person. Obvious examples would be a name, address, phone number or email address. It would also include an ID, reference or account number. It is estimated that even in small businesses there is an average of 10GB of unstructured data per employee, and 9 per cent of that data contains personally identifiable information.

New within the GDPR legislation is the right to erasure, also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing. DocuWare makes this very easy. Be prepared for Subject Access Requests (SARs) where you need to know every piece of data you hold about an individual and what you have done with it. Requests by an individual who want to see a copy of the information an organisation holds about them must be given within 40 days showing whether any personal data is being processed, the reason for it being processed and if you have passed it on to any other organisations or individuals. Without a Document management system, how would you cope?

Under the Regulation, you must not only comply with the six general principles, but also be able to demonstrate your compliance (in other words, provide documentation). If you ever needed a solid reason to deploy a document management solution – GDPR is it. In fact, it is argued that trying to comply with the complex requirements of the GDPR without automated processes, is impossible.

Decision makers and key people in your organisation should be aware of the impact of the legislation and the changes that need to be made and how technology can help. According to the Digital Clarity Group, “GDPR could be a mortal threat to your company’s existence — and it makes fundamental decisions about data collection, processing, and storage into key strategic business issues”. They need to assess the way data is stored, processed sent or received. This can be in the form of paper, electronic documents, databases etc. They can be on your own premises, offsite or cloud based.

Each organization must have a person or persons charged with guaranteeing compliance — the data protection controller. If you act as a data Controller, you must keep a record of how and why data is processed. Having your workflow documented and automated in DocuWare makes this simple.

Organisations will be fined 20 Million Euros or 4% of the total worldwide turnover from May next year. Weather you decide how data is processed and maintained (Data Controller) or you act upon these instructions (Data Processor), you will have specific legal obligations from May 25th 2018.

Direct-tec can provide a Fully GDPR compliant software that will automate and simplify data and your organisations processes. Our software and hardware solutions can perform the following key tasks, easily:

  • Store and index all your paper and electronic documents making them easy to find.
  • Keep your data safe and secure, controlling who can see what
  • Securely access your information from anywhere
  • Automate your existing processes and workflow to increase efficiency and reduce costs
  • Provide tractability, movement and transparency with version control
  • Integrate with virtually any software you use.
  • Our hardware uses the latest hard disc encryption technology to protect your data when being scanned, copied and printed.

The first element of digital document management is locating and capturing your company’s documents, whether it’s in physical paper or digital format, and organising it in a coherent, efficient way.

DocuWare allows your employees to read, share and modify the same document, without the confusion of multiple versions. Enable streamlined processes for collaboration that improve productivity, reduce errors and drive better customer satisfaction

DocuWare improves a company’s organisation: work processes speed up, mistakes and multiple data entries are avoided. Employees in a process chain can use electronic workflow to access all the documents they need. Workflows are easy to set up using the document management program’s stamp feature.

A centralised document storage integrates smoothly with your existing applications such as email, accounting, enterprise resource planning (ERP) and customer relationship management (CRM) platforms, resulting in streamlined operations. Reduce inefficiency and errors inherent in working across multiple systems by integrating core systems with document management software.

For a free no obligation demonstration we can show you how simple and versatile DocuWare is to use.