4 Questions to Ask About GDPR Compliance and Content Management

Wasim Kahn
Wasim A. Khan, Head of Xerox Global Digital Solutions & General Manager, DocuShare

The European Union’s General Data Protection Regulation (GDPR) carries provisions that require businesses to protect the personal data and privacy of EU citizens. An enterprise content management platform provides greater control, insight and predictability when you address regulations such as the GDPR.

An effective content management deployment brings a structured approach to your data and compliance. Before you invest, however, ask these four questions to help you identify an enterprise content management platform suited to GDPR compliance.

How well can you find the information you need now?

A content management platform provides a structured approach to capture, store and retrieve records. It indexes key information for fast retrieval. Rather than manually processing many paper documents (and possibly losing data), DocuShare content management helps companies stay clear of hands-on processes. With more optimized processes and intelligent document processing solutions, companies can embrace compliance with the new GDPR regulations.

How do you know you’re managing document retention periods correctly?

Set your document retention periods in advance, based on the purpose for which the personal data is processed. The DocuShare Content Rules Manager helps you create content rules by collection (or directory), as well as by document type. Automated content retention provides a proactive approach to the way data is managed.

DocuShare and content management

Watch “Make Compliance Easier: Build Document Workflow with Apps.” This on-demand webinar will help you rethink your compliance processes.

Why Blockchain Matters: DocuShare Flex uses a SaaS-based platform that utilizes blockchain to help our customers maintain their information’s authenticity.

DocuShare Central: Learn more about Xerox’s secure cloud-based portal, controlled team collaboration, and automated workflows.

How confident are you that documents stay private and secure?

A key step to protect content occurs when you catalog the available content. The Xerox DocuShare Life Cycle Manager, which is associated with the Content Rules Manager, helps you identify personal data and map each element with the conditions listed in GDPR. Once captured, indexed and stored, this content can be managed through six levels of user permissions within DocuShare, as well as with ConnectKey technology, DocuShare mobile apps, and data-in-use encryption.

How well can you respond to an access request?

A content management platform provides a structure for managing policies and procedures for responding to a data subject’s request. The platform should retrieve targeted records quickly. (A data subject is the person associated with the data.) DocuShare makes it possible for someone to request updates to their personal data. Metadata-based reports check the record’s accuracy and relevance.

A well-architected content management platform helps you classify content and role-based access. It makes reporting available on attributes such as document type, content, and lifespan to keep information request plans evergreen.

How to prepare for GDPR with content management

General Data Protection Regulation has brought updates to existing privacy legislation and introduced new guidelines to handle data. When you ask these four questions, the answers should help prepare better for a content management platform that supports your company’s GDPR compliance.

Although the May 25 (2018) deadline for GDPR compliance has come and gone, the discussions are far from over.

What is some of the best GDPR advice you’ve received? Anything GDPR-related still bothering you? Share your ideas and observations with me at wasim.khan@xerox.com, and let’s have a conversation.

This article was originally published in Enterprise Matters, the Xerox blog for decision makers who work in large organizations. Enterprise Matters will help you understand what it takes to manage your top talent, roll out technology decisions, and collaborate with coworkers and clients.

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