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Data privacy and security have been at the forefront of government policies in recent years. With increasing reports about hacks, data breaches and data leaks from numerous companies including the biggest ones, several governments are becoming stricter when it comes to protecting people and their data.

The EU General Data Protection Regulation was created to do exactly that – safeguard people’s data privacy rights. This regulation is meant to remind companies that protecting the information of their customers is of utmost importance. Enterprises that do not comply will incur large fines. However, what’s worse than getting fined is the damage to the reputation of these businesses after the public learns of their non-compliance. Reputational damage always has a negative long-term effect on a company; it can even lead to huge financial losses.

Meeting the requirements of the GDPR is not optional. You need to comply or lose money and clients. With months left before its implementation, you must start preparing for this landmark regulation now.

In your journey to becoming GDPR-compliant, one of the essential devices you will need is a scanner. Why? Scanning and digitisation of files is necessary for you to fulfil some of the requirements or provisions of the GDPR without delay.

Easily Search for and Retrieve Data

Under the GDPR, clients have the right to access their information. They can request organisations or businesses that hold their personally identifiable information (PII) copies of their processed data. There is no denying that complying with this request can be challenging if you do not have digitised files. Searching for paper documents can be time-consuming, especially if you there is no system in place to organise them.

Meanwhile, digital documents can be located in a minute or less. Furthermore, all pertinent information relating to a specific individual can be accessed in just one go, especially if your documents have been OCR’d.

The GDPR also grants people the right to erasure. Under this provision, an individual can ask companies to delete all data relating to him without undue delay. Again, complying with this provision can be difficult for paper documents. As the provision states, this needs to be accomplished immediately. However, if your files are not digitised, meeting this requirement is impossible as retrieving physical copies of the documents may take time.

Simply put, having digital copies of your documents allows you to organise and manage data effectively. This can make complying with some GDPR provisions easier.

On top of enabling you to adhere to privacy regulations, digitisation of files enables your business to save precious time and resources. Your employees won’t have to spend hours searching for documents and can just devote their time to other important tasks.

Ensure Data Security

The past years, the number of data breaches due to hacking and other cyberattacks have increased. Due to these, some are wondering if keeping paper documents is better than digital copies. While online data leaks have been dominating the news lately, this does not mean that breaches due to paper documents are rare. In fact, paper documents are just as prone to breaches as digital files.

Unlike in paper files, digital documents can be encrypted. Furthermore, storage locations can be secured with passwords to avoid unauthorised access. You can also control permissions of access to increase the level of data security.

Make Process Documents Audit-Ready

Proving you are GDPR-compliant to authorities can be less taxing if you have all your processes related to data privacy properly documented. The process documentation is essential for the authorities to check all steps of your internal procedures one by one. It’s also important to make sure that all forms, templates and file locations mentioned in the step by step procedures are indicated in the process documentation.

Without a doubt, digitising pertinent files can make process documentation much simpler. When essential documents have digital versions, you can just indicate file or folder locations as hyperlinks in your process documents. Auditors can access these documents with a click of button and do not need to go through piles of papers.

Indeed, scanners can make complying with GDPR requirements less complicated. In addition, these devices can help you make your business processes more efficient and your workforce more productive.

To learn more about why scanners are essential for GDPR compliance, call us at 01 460 4444 now!

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