Maximizing Security and Compliance with GDPR Document Storage
With the implementation of General Data Protection Regulation (GDPR), document storage has become crucial for businesses to ensure the security and compliance of their customer data. GDPR requires businesses to protect the personal data of European Union (EU) citizens and provide them with appropriate rights to control their data. Thus, businesses need to have effective strategies for document storage that focus on protecting the privacy and integrity of personal data.
In this article, we will discuss the ways through which businesses can maximize security and compliance with GDPR document storage.
1. Classification of Documents
Before storing any document, businesses must classify them based on the sensitivity of the information they contain. This classification helps in determining the level of protection required for each document. GDPR mandates to ensure that personal data is processed legally, fairly, and transparently. Therefore, it is essential to ensure that the collected data is secured, and only authorized personnel have access to it.
Documents should be classified based on the following criteria:
a. Confidentiality: It is the degree to which data needs to be kept confidential. Personal data that is sensitive, confidential, or private, such as medical information, financial records, or a person's home address, must be highly secured.
b. Integrity: It is the degree to which data needs to be kept complete and accurate. Personal data that is essential for business transactions, such as customer name or address, must be kept accurate and complete.
c. Availability: It is the degree to which data needs to be readily available when required. Personal data that is required for ongoing business transactions must be made available immediately whenever required.
Once the classification is complete, businesses must ensure that the documents are labeled accordingly, and access is controlled based on their classification.
2. Document Management System (DMS)
A document management system (DMS) helps businesses to manage their documents efficiently. This system helps to protect the personal data of EU citizens and maintain compliance with GDPR requirements. The use of DMS provides the following benefits:
a. Centralized storage: All data is stored in one central location, making it easier to control access and ensure the confidentiality, integrity, and availability of data.
b. Access control: Authorized users can access data as per their role and responsibility levels, ensuring the confidentiality and integrity of data.
c. Audit trail: DMS records all actions performed on data, ensuring data privacy, and compliance with the GDPR.
d. Correction and deletion: DMS enables businesses to easily correct any material errors or remove erroneous data in accordance with GDPR requirements.
3. Cloud Storage
Cloud storage is a more cost-effective and flexible option than traditional paper storage. The GDPR requires businesses to ensure that personal data is securely transferred, processed, and stored. Cloud storage solves this challenge by providing secure storage options and remote access, resulting in better security and compliance.
Cloud storage offers the following benefits for GDPR document storage:
a. Remote access: Businesses can access their data anytime, anywhere, and from any device, ensuring continuous availability and accessibility.
b. Secure storage: Cloud storage uses advanced encryption technology, ensuring that data is secure and protected from unauthorized access.
c. Data backup and recovery: Cloud storage providers regularly back up data, ensuring that data is easily recoverable in the event of a data breach.
d. Access control, audit trail, and correction: Cloud storage providers offer access control, audit trail, and correction capabilities, ensuring compliance with the GDPR.
Encryption is the process of converting data into a code so that it can be read by authorized users only. It ensures the confidentiality of personal data and reduces the risk of data breaches. GDPR requires encryption and the use of pseudonymization where appropriate. It is one of the primary methods for ensuring data security in GDPR.
Encryption offers the following benefits:
a. Data security: Encryption ensures that personal data is secure, reducing the risk of data breaches.
b. Data privacy: Encryption protects the personal data of EU citizens, ensuring compliance with GDPR regulations.
c. Secure data sharing: Encrypted data can be safely shared with authorized users, ensuring data confidentiality and integrity.
d. Cryptographic key management: Cryptographic key management ensures that only authorized persons can access encrypted data.
In conclusion, GDPR requires businesses to protect the personal data of EU citizens and provide them with appropriate rights to control their data. Businesses can maximize security and compliance with GDPR document storage by classifying their documents, implementing DMS, using cloud storage, and encryption. These strategies ensure that the personal data of EU citizens is securely stored, processed, and protected, resulting in better compliance and increased customer trust and loyalty.
Check out HelpRange
Check out our product HelpRange. It is designed to securely store (GDPR compliant), share, protect,
sell, e-sign and analyze usage of your documents.