How intelligent enterprise content solutions can support GDPR compliance
If you’re in the throes of transforming from paper to digital for information management, it’s a great opportunity to take GDPR compliance into account and get set up for it. Even if your data is already digitised, you may still be challenged to find what you need if data is held in multiple repositories, or is poorly controlled and indexed.
An enterprise content management (ECM) solution (like Konica Minolta’s M-Files
) or an enterprise search solution (like our dokoniFIND
) can help you streamline data management and GDPR compliance.
Solutions like these help you gain control over the data in your organisation by managing information access and monitoring all your repositories in real time to detect any personal data that shouldn’t be there. For example, credit card numbers mustn’t be stored in email systems. If an occurrence is detected, you’re made aware so you can take swift corrective action.
An ECM solution like M-Files can additionally automate the deletion of expired information.
Responding more efficiently to data subject requests
ECM and enterprise search solutions can help reduce the cost and effort of responding to data subject requests. You no longer have to take employees away from other work or require them to put in overtime.
These solutions make light work of searching through multiple data sources and file formats, automatically identifying personal data across all your data stores (both structured and unstructured sources), extracting it, and enabling you to generate customised reports in just a few clicks. Compared with manual processes, there’s little risk of unwanted data being incorrectly included, or relevant data being erroneously excluded.
Enterprise content management and search solutions also enable you to verify that any required actions with the retrieved data, such as deletion, have been completed in line with the request.
Meeting data breach notification requirements
Enterprise ECM and search solutions like ours also help you more easily meet GDPR data breach notification timeframes and requirements.
If you believe your organisation has suffered a data breach, our solutions help you create reporting on all of the impacted records holding personal data for you to share with the authorities — helping you meet the mandated 72-hour notification window. In addition, you can create the required reporting for sharing with the affected data subjects without undue delay.
Turn GDPR compliance into a competitive advantage
With the right processes, workflows and supporting tools in place, you can more easily and efficiently meet GDPR obligations around storing and processing personal data, responding to data subject requests, and notifying any potential breaches.
And with increased confidence in your ability to comply with GDPR, you can present your business as a champion of personal privacy, which can help build and maintain customer trust and loyalty.