Converting paper into digital assets, and hosting them on a secure document management system such a Omnidox is beneficial to achieving compliance with the GDPR.

Documents can be accessed almost instantly, should they need to be retrieved for any reason, such as to update information or to be deleted. The ‘Right to be Forgotten (eg. erased)’ and ‘Data Portability’ (the latter, giving individuals the right to obtain, transfer and reuse their personal data for their own purposes) form part of the GDPR. This is much easier to manage in an electronic format.

If your organisation handles a large number of access requests, consider the logistical implications of having to deal with requests more quickly.” ICO

Different user security levels can be applied to systems such as Omnidox, restricting who has access to certain personal documents. Digitisation also helps ‘best practice’, as it is not so prone to human intervention and error. Digital documents can also be routinely backed up to protect against loss.

Cyber security is of course an important factor and ICO has published comprehensive guidance on this subject.

This is outline guidance only. Please refer to the ICO website for detailed information on compliance.

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