Is your business prepared for the EU reforms?
Within the next couple of years, The European Commission hopes to have implemented EU reforms regarding the protection of personal data. First proposed in 2012, new regulations were suggested in a bid to strengthen privacy rights and the digital economy as well as overhaul the now dated data protection laws last revised in 1995.
As advancements have been made in technology over the last 20 years, the way in which data is collated, stored and accessed has changed significantly in different countries. For example, in 1995 manual paperwork filing was the norm, whereas today companies commonly digitise information and store in cloud document management systems.
Over the years, the 28 members of the European Union have not been required to identically follow the same set of rules and each member has been amassing and depositing confidential information in their own way.
The new EU reforms will bring in a uniform set of regulations which will ensure that data across the whole of the European Union conforms to the same enforcement laws. Cloud document management systems may have a big role to play in the development of data protection going forward.
Although the reforms may be some time away; estimated sometime between the end of 2015 and 2017, that is not to say that you shouldn’t be prepared right now. You don’t want the law changes to creep up suddenly and leave you racing to improve your document management systems.
The main ideas to consider with the changes in legislation include:
- Detailing what data is held and where it is stored.
- Ensuring that technology, including access, is appropriate for data protection and making sure that correct restrictions and audits are in place.
- Safeguarding sensitive data with information frameworks which are compliant with new regulations.
- Maintaining and testing the security of data held within your company.
The biggest concern that your business may face is the accessibility of your documents. Can you be sure that you are ready for stricter laws to be imposed? Businesses across Europe are already strongly regulated when it comes to data protection. You probably have a pretty airtight procedure already in place but are your secure document storage solutions strong enough?
The Data Protection Act states:-
“Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data”.
Perhaps the most helpful solution for a consistent approach, would be the use of a cloud document management system. The cloud has become the main component in storing digital data in recent times and could provide your company with the secure document management system you need to keep line with the new laws. Key benefits include:-
- Cleardata’s cloud document management system Dart KW allows you to scan directly into the system from your desktop, allowing all your information to be stored in one place.
- The system provides you with an easy place to view, manage, store and edit files of all types and formats.
- Information can be digitally indexed (filed) in a consistent manner, for example naming conventions can be set up for specific file types and data named by a range of keywords making them easily and quickly accessible.
- Security and privacy levels can be controlled by you and access can be granted from any internet ready device.
- Workflow can automatically divert files to where they need to go, allowing information to only be accessed by those intended.
- Automatic auditing of your documents means that inspection of files and data can be presented to governing bodies if the need ever arises.
- Version controls ensures that all users are working with the most up to date copy of files.
- Dart KW means that vital information stored stays confidential, adhering to upcoming EU reforms.