There are many ways in which a business can look to become more competitive and gear itself towards long-term success, not least of which is by moving away from methods of work that have been in place for long periods, thinking about more progressive and easier options to replace them.
What is a DMS solution?
Retention of data lies at the heart of most businesses, with records of all varieties being kept by long-established and traditional methods. Paperwork is common, and manual updating of spreadsheets forms part of many organisations’ regular work. An alternative to what can be laborious and time-consuming practices are Document Management Software and Document Management Systems (DMS) designed to use information collected by a business, store it, and make it easily and quickly available.
Unification of data from many different sites can take place, as can the dissemination of important information in a consistent and standardised manner. With the process all being automated, significant human margins of error can be nulled alongside major savings on labour times.
What is GDPR?
On May 25th 2018, the General Data Protection Regulation (GDPR) is set to come into place, representing the biggest change to privacy laws that have been seen in over 20 years and replacing the Data Protection Act.
Within GDPR, a large focus is placed on privacy, with one of the major alterations that will impact on businesses being the inclusion of new rules on ‘the right to be forgotten’, which allows individuals to request that an organisation remove any personal information they hold about them if they have no ‘compelling reason’ to hold it.
Other elements of GDPR include the ‘right to data portability’, which will allow the subject of any data to receive a copy of it in order that they may transmit it to another data controller, and ‘breach notification standards’, which requires an organisation to report certain data breach activity to authorities and sometimes to the individuals impacted.
How can DMS help with GDPR compliancy?
Given the fact that significant fines are possible for those not found to be compliant with GDPR, businesses are looking for ways to minimise the impact and adhere to the new demands and requirements. A DMS solution can provide a business with valuable assistance in this task.
When considering the ‘right to be forgotten’, attempting to locate and erase all data on an individual can prove a time-consuming and potentially difficult task when dealing with paper records. Information could be spread over a number of sites and locations, and be duplicated or even lost.
Locating the relevant information via a DMS, however, is a simple and efficient process, something which can take just a few moments, and can provide a thorough and exhaustive search for all required material.
With GDPR stressing privacy, a DMS can also ensure data is not accessed erroneously and is stored in a secure manner, where the loss, damage and even theft that paperwork could be subject to is eliminated. In the unlikely event that any breach of data should occur, this can be identified and reported immediately; something that is nearly impossible to do when dealing with paper documentation in various locations.
Cloud technology benefits
When considering what form of DMS may work for a business, a level of personal preference is involved. Watermark offers the ability for it to be hosted locally or remotely, via the cloud; something offered by very few DMS companies. While the former is sometimes preferred, the latter way of storing data is increasingly becoming the industry norm. A recent study by Gemalto and the Ponemon Institute revealed that 73 per cent of businesses viewed cloud-based services as important to their operations.
An advantage to storing data via the cloud, alongside removing the need for servers, is the high level of security this method involves. The DMS functionality remains the same, with the only difference being exactly where the data is stored. Maintenance is no longer a concern, and issues around the creation of backups and disaster recovery are handled. Data stored in the cloud is subject to strict security protocols, and is resilient to ransomware attacks; an issue that has been driven to the forefront of consciousness by recent high profile cases that have seen hijackers request money to release compromised data.
The highly coveted ISO 27001 certification held by Watermark is an indication of the exceptionally high security levels that data is subjected to in the remote cloud-based DMS. This recognition gives acknowledgement that information security is in place which complies with a recognised international standard, in line with GDPR compliance.
The ultimate result is that businesses can be confident that their data is secured, and risk of a breach has been minimised with a Watermark cloud-based DMS.