21 September 2017

GDPR – is your business prepared for the new requirements asks Objectif Lune

Remember when ‘The Cloud' was introduced? It took years for us to understand the basics of what this new concept was. In saying that, most of us are still trying to figure out what it means.

Much like the Cloud, GDPR, has that oh so familiar feeling. Although we see the words GDPR everywhere, and most conversations involve some discussion about the new data protection regulations, we still don't really understand what it means. Most of all, how what it means to our business.

We at Objectif Lune, are in the business of making some of the most advanced subjects, simple. Our understanding of GDPR is simple; it's about getting the right data, into the right document and distributed to the right person.

Data
Data is the main driver behind the new GDPR regulations in the UK. In the simplest of terms, we as businesses need to start being more cautious with our data processing.
If you are a processor of data you will be required to maintain records of personal data and records of processing activities. If you are a controller, you need to ensure that contracts with processors of data are compliant, whether internal or external.
Manually keying and processing data, if you are a processor or controller, could lead your business to breach new regulations. AIIM estimates that 1 in 20 documents processed by humans hold an error. Making sure you have a system in place that is more reliable should be a must on your checklist, especially concerning maintaining personal data.

Document
Data may be the main driver behind the new GDPR regulations, but your documents are the ones that will instigate breaches.
As a business, you are often processing data with the aim of using the data to send a type of communication, whether that be an Invoice, Statement or Welcome Letter. You need to ensure that the data in each of those business documents are correct.
Making sure you have systems in placed that can cross check that data when creating your documents, is key to ensuring a client or supplier doesn't receive the wrong information.

Distribution
Distributing your document and the data in that document is one of the processes that you also need to effectively manage.
From May 2018 methods of communicating to your data contacts will change. You need to ensure that you have full opt in from clients and suppliers to communicate to them, whether by mail, email or text.
You should be focusing efforts on communicating now to achieve this opt in, but also placing measures in place that will ensure all data has been automatically checked to ensure prior opt has been achieved.

The Solution
A Business Process Automation solution can easily remove all the manual processing of data, documents and distribution, removing the likelihood of human errors.
•Data can be automatically checked, removing the process of re-keying of data.
•Data Opt-in can be factored into the automation process of data, ensuring no breaches.
•Documents can be automatically checked to make sure the right data is the right document.
•Intelligence can be added to documents ensuring the right documents are placed into the right envelope.
•Address data can be checked against industry standard postal files, to ensure your documents are distributed to the right person.

For more information book your place at a BPIF GDPR Workshop

17th October - Brighouse, HD6 4AB

30th October - St Bride Foundation, EC4Y 8EQ