The term GDPR has been making buzz for some time due to its significantly broad and wide implications. GDPR, or General Data Protection Regulation, enacted by the European Union, sets the gold standard in the global data protection rights. Fundamentally, the GDPR requires businesses to protect the personal data and privacy of EU citizens for transactions that occur within EU member states. More importantly, it also impacts companies dealing with the data of EU citizens, regardless of their geographical location.
Just how does GDPR affect document storage solutions?
Before GDPR came into effect, personal data storage regulations were more relaxed. With the introduction of GDPR, evident changes needed to be made. Organisations are now forced into ensuring that their document storage procedures are compliant with GDPR regulations. This means having systems in place that protect data and allow for easy identification and retrieval of information when necessitated by a data subject. Various technological players have been swift in responding to this challenge by developing GDPR-ready document storage solutions.
A critical aspect of GDPR compliance pertains to document security. Adequate document storage solutions under GDPR have to ensure that personal data is stored securely to prevent breaches. They should have controlled access systems that prevent unauthorised access and allow for secure sharing of data only to authorized individuals. This requires storage solutions that have solid encryption technologies, give access to detailed utilization history and offer comprehensive administrative controls.
Many cybersecurity tools have indeed risen to the GDPR challenge. Software like HelpRange enables businesses to maintain their GDPR compliance through the provision of secure document storage solutions that put the control back into the hands of the user. This tool comes with specific features that keep your documents GDPR compliance, like encryption for data security, provision for password protection and restriction controls for data sharing, data access-tracking features and the ability to revoke access if a data breach occurs.
Another important requirement for a GDPR-compliant document storage solution is the requirement to have tools that can trace document activities and capture document usage analytics. With GDPR, companies have to demonstrate accountability in the form of having a synopsis of document utilisation – when it was accessed, by who, what edits were made, if it was shared and with whom, or if it was deleted.
Furthermore, a crucial matter within GDPR is the 'right to be forgotten.' This implies that a user can request that their data should be deleted permanently and this needs to be done securely to prevent any potential data breaches. Therefore, a GDPR-compliant document storage solution must provide the facility to enable secure disposal of personal data when requested by a data subject.
Apart from the security elements, convenience is another critical factor that organisations should consider when selecting their GDPR-ready document storage solution. Look for tools that provide a user-friendly interface, easy navigability, and allow for swift storage, retrieval, and sharing of data in different formats, including particularly challenging ones like PDF files.
In conclusion, becoming GDPR compliant is a non-negotiable obligation for any business handling the personal data of European Union citizens. It is a process that requires a balance of tools, people, and processes to ensure compliance. By using GDPR-ready document storage solutions, businesses can implement the necessary measures that will not only put them on the right side of the GDPR regulations but will also help them achieve a holistic and effective data management strategy.
Choose a document storage tool wisely to ensure it meets GDPR requirements, offers security for your documents, and provides convenience when storing, accessing, and sharing data. A tool like HelpRange, which satisfies all these requirements, can be a pivotal ally in your journey towards stringent GDPR compliance.
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HelpRange is "Next-Gen Documents Protection & Analytics Platform". HelpRange represents the cutting-edge platform for document access controls and in-depth analytics, ensuring superior management and usage insights for your documents.