On 25th May 2018, the General Data Protection Regulation (GDPR) come into effect in the UK and EU. This new directive replaces the UK’s current Data Protection Act.

How GDPR affects your paper documents

GDPR will see significant changes in the way organisations: manage, process and store personal information on individuals within the European Union. As expected, GDPR will largely affect: human resources, accountancy firms and medical practices, although every organisation should review their archives and take the necessary steps to prepare.

The consequences of failing to adhere to GDPR are significant; data protection regulators have the power to impose fines of up to €20,000,000 or 4% of worldwide, annual turnover.

Many organisations tend to ignore their paper archives, locked away in a hidden storage rooms. However, these paper records should not be overlooked. Under GDPR, individuals are given more rights regarding their personal information including:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

Information requests must be dealt with, without delay and arranged within 1 month of the request. With this in mind, the importance of an organised records management system cannot be stressed.

With this in consideration, the person responsible within your organisation should be asking the following questions:

  • 1. Can you access information you may need in a timely and cost-effective manner?
  • 2. How long would it take you to find this information?
  • 3. Do you know where this information is?
  • 4. How many copies of the document exist?
  • 5. Most importantly, can you adhere to GDPR if a customer asks you for the right to erasure and you cannot find the information?

If the answer is ‘NO’ to any of these questions, your organisation must make necessary steps to ensure compliance is met. Take control of your data by scanning, digitising and working online with Storetec Services. This enables you to take control, allowing for easy search with immediate and controlled access to the documents you need. 

For more information on GDPR, or advice on your document management solution, please contact us today

← view more blog posts