How will an EDMS help my business’ GDPR taskforce?
All businesses are likely to hold a significant amount of information, which can contain personal and sensitive data. Knowing which documents could fall into the scope of the GDPR can become an onerous task, and the more documents stored, the more difficult it could be to identify relevant data. Essentially you need to prove that you know what information you hold, be able to justify your reasons for holding it, and be accountable for it.
WHAT DATA DO YOU HOLD?
How you are currently managing the data within your company is a key point to address at this stage. As you will no doubt be taking steps to becoming GDPR-compliant in the coming months, consider the task of tracking down documents containing data that falls under the scope of the new ruling. How it is being stored, is it all relevant and necessary, and where it isn’t, can you discard it lawfully?
An EDMS will help to centralise all your documents into one location so that, at the time they need to be accessed, they can be, quickly, easily and from any location. The GDPR Compliance Toolkit goes one step further, giving you the ability to drill down into documents using search terms, in order to sniff out documents that could be hindering your compliance.
Identify documents that fall into the scope of the GDPR and move your business towards a more compliant process for managing information on an ongoing basis.
FORMULATE A GDPR PLAN
Investigate and make an informed decision as to what action you need to take once such documents have been detected. That action may be to do nothing; benefit from making decisions based on an understanding of the context of the document and data. Other actions could be document destruction, redaction or retention for a specific period of time, and then destruction.
ADDRESS THE RISK
Position your business to deal with Subject Access Requests – when a subject legally requests access to any information held regarding their profile. This will become a commonplace situation, and one that could end up costing your business a significant amount, in terms of time spent by staff manually addressing enquiries, and reputation, if the process isn’t managed accurately.
Want to check out the features for yourself?
Book a demo session and understand the benefits our tool will bring your business, as you prepare for the significant impact of the legislation coming into force in May 2018.
FileHound’s GDPR Guidance Toolkit
to help get your business on track
Whether you’re up to speed on the necessities for your business, or you’re facing the prospect of an overhaul of your current systems in order to meet GDPR compliance, we can make the task at hand simpler and cost-effective for you.
BENEFITS OF EDM
If your organisation already follows strict procedures to manage and protect data, but is still very much paper-based, understand the powerful benefits of switching from paper management to EDM.
FILEHOUND AND THE GDPR
Consider deploying FileHound as a valuable measure in your GDPR action plan. Read about FileHound’s role in the GDPR. Download our guide today to get up to speed before the May 2018 deadline.
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GET SET FOR THE GDPR
Follow our jargon-free guidance on how best to secure your business’s place on the GDPR safe list, taking into account everything from your software tools to your internal taskforce managing the process.
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