Regulatory impacts on document storage in relation to GDPR
Although it seems a long time ago given recent events, businesses are still coming to terms with the relatively new implications of the 2018 General Data Protection Regulation (GDPR) rules. Brexit has had little impact on these as the UK have decided to keep these rules (with some minor changes) following the UK leaving Europe. As a document management tool there are various areas where Vaultari can help with this.
Granular search terms:
The first thing to consider is whether or not you are aware of the different documents and information that are within your possession. If you are, then you will be able to sort the documents and comply. However, if you aren’t aware of everything that is in your possession, then how will you be able to comply with a set of rules that apply to the specific documents that you are unable to locate?
Vaultari allows you to search across all documents and find documents that are linked to each other using tools such as the search capabilities and metadata which can be applied to each document to link their details together.
Destruction of Unwanted and Unneeded Documents:
Vaultari has the ability to apply metadata and alerts to documents to determine when certain information needs to be removed. This can be done in the form of a date of destruction rule which can be applied and an email alert sent to ensure that the document is removed and securely destroyed.
Data breaches, including documents and other data getting into the wrong hands, are a big focus of the GDPR. Vaultari has several key security features:
1. Secure username and password
2. Hierarchical access to folders and files - Vaultari uses hierarchical access ie making sure that those that are accessing folders have the right to do so by applying rules set by administrators
3. Registered devices – Vaultari uses a system of registered devices ie if a device (laptop, phone etc) that is being used by the system is not recognised and linked to the users account, access will not be allowed
Finally as was previously the case, keeping all of your documents just in case you may need it at some point in the future is no longer something that businesses can do. Full details in line with the regulations and in reference to Brexit can be found at the ICO’s website here https://ico.org.uk/for-organisations/dp-at-the-end-of-the-transition-period/.