A guide to inform on the risks associated with managing paper documents and to help with the GDPR compliance process ahead of the May 2018 deadline has been published by a Japanese firm, KYOCERA Document Solutions (Kyocera).
File Under Compliance covers the legal and technical aspects of handling paper documents that contain personal data. It features KYOCERA’s legal counsel and corporate compliance staff and advice for managing and securing printed and digital records. The firm suggests that paper documents may be overlooked by organisations as they prepare for GDPR.
Helena Brown, Partner and Head of Data at international law firm, Addleshaw Goddard, said: “Failing to keep personal data secure is the number one reason organisations receive fines for breaches under current data protection law, something which is likely to continue when GDPR comes into force. Paper-based systems are generally less secure than IT-based systems principally because of the challenges around preventing physical access. Transporting data between locations in this format also increases security risks as paper cannot be encrypted or password protected.”
If properly managed, both paper and digital files can co-exist within a GDPR strategy, says Martijn van der Wel, Interim Legal Counsel at KYOCERA Document Solutions Europe and contributor to the GDPR compliance guide. He said: “For paper-based data, labelling and filing is vitally important when it comes to the requirement to track down and destroy specific data. Organisations need to be in a position to confidently demonstrate that they have erased all traces of personal data when the relevant request has been made.”
And technical specialist Johan van der Meer MSc, Senior Officer Corporate Compliance, KYOCERA Document Solutions Europe, says: “A gradual digitisation of documents is something many businesses should now be moving towards, if they are not already. The improved capabilities, such as access control and traceability, are just the beginning. A robust content services platform can tighten up the data protection process across the business and deliver real value to business leaders – caring about the future and their customers personal data- as the drive their companies toward GDPR compliance.
File Under Compliance, KYOCERA’s guide to achieving document management is available for download here.
