How can I ensure compliance with GDPR?

The GDPR will come into force on 25th May 2018. It is intended to strengthen and standardise data protection for all individuals within the EU and it also addresses the export of personal data outside the EU. This regulation has brought the whole issue of business Records Management to the fore as non-compliance can cost up to four percent of an organisation’s global revenue.

The key to efficient and compliant records management is to have a robust document retention policy. Auditing the usage of files such as who has viewed, printed, amended etc. does not go far enough and does not constitute a document retention policy. One of the requirements of GDPR is to have control over the length of time documents containing personal data are kept. Personal data does not just relate to the contents of HR records and can include IP addresses and economic information which may be found in other types of documents such as client files.

In order to manage retention periods it is essential to have an online document management system or HR system. Cloud B2B Solutions has developed a system called HR Online which allows the HR department to allocate dates for documents to be destroyed or reviewed and users will be automatically alerted at the relevant time. Cloud B2B also has a cloud based document management system, File It Online, which can be used to store other business paperwork and this too has a document retention facility. It is important to remember that GDPR relates to both paper and electronic records and managing paper records is infinitely more difficult than managing electronic records. Converting paper records to electronic format is the first step to take if GDPR compliance is to be achieved and this can easily be done in a document scanning bureau.

For further advice and guidance on cloud based business solutions please click here or call Cloud B2B solutions on 0800 840 3336.

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