Business blog

Get a news about business world

business

HOW TO PROPERLY ARCHIVE DOCUMENTS IN TERMS OF GDPR REQUIREMENTS

The information administrator has certain procedures related to the protection of personal data. This issue became particularly pressing after the implementation of the GDPR. Since then, entrepreneurs have become subject to more restrictive restrictions; they concern, among others archiving documents.

The information administrator has certain procedures related to the protection of personal data. This issue became particularly pressing after the implementation of the GDPR. Since then, entrepreneurs have become subject to more restrictive restrictions; they concern, among others archiving documents.

Risk analysis and the security of company documentation

Before the GDPR came into force, the risk analysis of a possible disintegration of documentation was carried out mainly by public entities. During this process, attempts were made to distinguish possible weak links related to e.g. with the storage and archiving of documents in a given institution. This, in turn, helped to plan appropriate security procedures. The purpose of such activities was to prevent unauthorized access to the file.

Since the Regulation on the Protection of Personal Data came into force, this obligation also rests with private entities. Therefore, entrepreneurs must ensure the consistency of documentation on their own. Regardless of whether the contract is freshly signed, is currently stored on the employee’s desk, is in the archive, or maybe it is intended for disposal – at each of these stages procedures should be implemented to protect the personal information of clients, contractors and partners. The times when the files of the client were placed on the file of documents and the next client visiting the company could read them are irretrievably gone. Today, the company may be fined for such omissions. No wonder that companies try to avoid such a situation by investing in solutions in the form of secured cabinets and even anti-burglary systems.

How to safely archive corporate documentation?

Archiving of documents is a complex process that requires a number of appropriate competences and compliance with security rules. The GDPR specifies that data processing should be carried out in such a way that no unauthorized person has access to it. Many companies lack space for effective archiving. The process requires reading the collected documentation, describing it, assigning it to the appropriate category, marking it with appropriate symbols. As you can easily guess, no unauthorized persons can be present while archiving documents. In small companies it is often difficult to provide the archivist with such conditions. The help of an external unit, such as thecompany EkoAkta, is then invaluable. Larger companies, in turn, have such large collections of files that carrying out archiving on their own would be an unprofitable process, very time-consuming and highly resource-intensive.

Safe archiving of documents, carried out by professional companies, consists in:

  • a) observing security procedures during archiving

Companies professionally dealing with the management of their clients’ documentation must develop procedures that will improve their daily work and, more importantly from the point of view of the principals, ensure the highest protection for documentation . In the case of data archiving, employees have appropriate positions, are obliged to professional secrecy and are in a place where absolutely no unauthorized persons may be.

  • b) compliance with security procedures during data transport.

Transport of documents should take place in proper conditions – files must be perfectly protected against unauthorized access.

  • c) the possibility of using additional services

When archiving documents, it may turn out that some documents should be disposed of. In addition to shredding, these types of service providers also offer secure document storage. Working with one company, we have the opportunity to comprehensively take care of our files, regardless of whether we need archiving, additional, well-secured storage space, or maybe we expect help in conducting a completely safe process of destroying company documents.

 

LEAVE A RESPONSE

Your email address will not be published. Required fields are marked *