Is your company ready for the GDPR?

In connection with the forthcoming EU General Data Protection Regulation (GDPR) a vast number of companies across industries are left standing with an increased need for visibility and control over their overall data flow. Strator is a Danish company specializing in document management technologies and solutions.

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The extensive constriction of the new GDPR requires among other things that all personally identifiable data is under control and cannot be misused. Additionally, a wide range of requirements towards the handling and processing of personal data has been introduced, and companies will have to deal with these to avoid fines up to 4% of a company’s revenue.

The Goal is Complete Control

Following the agreement of the GDPR, which takes effect in the first quarter of 2018, legal and government experts have given their opinion of how the GDPR should be interpreted and implemented - however there are still differences of opinion about details. One thing is clear, though: the goal is a complete overview and control over volumes of data and processes in companies that deals with personal data, whilst of course, continue to comply with other rules imposed on a company in a given industry.

All companies must as a consequence of the GDPR be locating, cleaning and systemising all personal identifiable data. How immense this task is can vary considerably.

Cleanup of Data and Documents

In cooperation with Tine Weirsøe, Strator has energized clean-up process, based on the well-proven manual process that Tine Wiersøe has used with great success for several years. Tine Weirsøe is a Records Management expert and owner of Scandinavian Information Audit, and she has for 30 years worked with archiving and standards within this field and with auditing. Strator is providing the power to this process with their technological approach and experience in document management solutions. In connection with the GDPR a thorough clean-up of data and documents is now highly topical.

Old Data in Old Systems

After several years of operation, software extensions and transition to new systems, it is more often the case, that parts of the data fall out of control and thus pose a problem in relation to meet the new requirements of the GDPR. Another risk is a system that cannot be modified to meet the new requirements, or the system is effectively out of service, and just stand idly by as a bucket of data.

Here a clean-up is necessary as well and a solution could be as follows. When these old systems are abolished and data and documents are ready to be moved to an archive the systemised data can in this process be applied with appropriate retention schemes, meta data and more.

Also in the process, documents can be converted into long-term archive formats if necessary and where appropriate, documents can be made anonymous before digital archiving. Lastly, to retire old systems often provides great operational savings for the company.

Durable Solutions

Strator has for many years worked with EMC's Documentum document management platform, and with Adlib PDF Enterprise Document transformation. EMC has also developed InfoArchive for archiving of entire systems.

Strator have with their expertise and creative technological approach helped companies to tailor durable and optimized solutions within document management.

Strator’s clients are mainly large Danish companies - including a number of companies within the highly regulated Life Sciences sector. Their innovative approach and ability to simplify complex problems in any project, is the core of their business, and one of the reasons for their clients extends across several industries.

This article is the English version of Strator's article regarding Persondataforordningen (GDPR) in Berlingske Business in September.

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