Document management systems to help you comply with GDPR

We’re now only six months away from the implementation of the new GDPR data protection regulations and if you’ve been putting off thinking ahead, now is the time to start getting your business ready.

Whilst the GDPR changes aren’t rocket science, it’s important to allow plenty to time to get your systems in order, ready to the new requirements. Remember that failure to meet and stick to the regulations covering data protection, could leave you at risk of having to pay a hefty fine.

What is GDPR?

The GDPR regulations are set to have a significant impact upon the way your company manages, processes and stores sensitive and personal information. GDPR will cover any information which could be used to identify an individual, such as their name, address or cultural orientation, in a similar way to the Data Protection Act.

However the difference between the current Data Protection Act and GDPR is that the new regulations also cover data collected from contemporary sources such as the usernames or pseudonyms used on social media platforms and IP addresses.

Practical steps to take to ensure you comply:

1. Regardless of whether you store data in filing cabinets or electronically, you need to make sure you can access all the required information. However you store data, GDPR gives each individual the right to be erased from your CRM database or any other documentation you might have which relates to their details.

Being unable to locate the required information could cost you time and money so this is where a secure document scanning service could prove invaluable. Here at PDM we provide a range of secure document scanning services, including specially designed services for legal firms, schools and colleges. Scanning documents is the ideal way to transfer them into an easy to search, digital format, ready to be accessed as and when you need them.

2. One of the most important aspects of the new GDPR regulations is the ability to keep personal data safe and secure. Paper documents can be easily mislaid, misfiled or lost; resulting in information falling in to the wrong hands, leading to a potential breach of data.

Each time a document is moved around it is at risk of loss, regardless of whether the document is in paper or electronic form. Cases of government officials leaving sensitive documents on trains are classic examples and a reminder of how important it is to ensure that data is protected. The solution to secure document storage is electronic document management and at PDM we work with companies to find an effective solution, designed to meet their individual requirements, helping to meet data protection legislation.

3. To further safeguard important documents, periods of retention are put into place. The amount of time documents must be stored for varies from industry to industry. In addition, some documents such as personal data might be required to be destroyed after a set date as a way of ensuring they can’t be accessed again. Failure to destroy documents after a customer has asked you to do so is a breach of data protection and could result in a significant penalty. With this in mind it’s important to remember storing multiple copies of documents, or failure to accurately record retention periods, is likely to result in a major loss of time and money.

Document storage and archive management systems provide a highly effective solution to the issue of retention periods. Not only will a document storage system help you to free up valuable office space, it will also guarantee security whilst saving your employees significant amounts of time spent manually searching through paperwork.

Contact PDM for document management and storage advice

Here at PDM we have many years of experience in helping companies and organisations of all shapes and sizes find effective document storage solutions. We’ll use our expertise to find the ideal solution for you, helping you meet the new GDPR regulations whilst also saving money and improving efficiency.

If you would like to find out more please get in touch with us today by calling 01274 883459.