Technology to assist with GDPR

The General Data Protection Regulation, or GDPR as it is more commonly known, comes into force on the 25th of May 2018 and will affect businesses not just in the UK, but across the globe.  The law is designed to strengthen and unify existing data protection for all individuals within the European Union and the UK.

To be prepared, businesses should be carefully planning their systems and processes to ensure their data remains compliant at all times.  Whilst it’s not the entire solution, technology can assist with GDPR compliance in several ways.

IT Document Solutions are at the forefront of the office technology market, striving to offer secure and compliant solutions to address some of the needs of GDPR.  There is not a straight-out-of-the-box solution that will solve everyone’s GDPR challenges, but there is a suite of products which can be integrated to ensure data is safely stored, transmitted and accessed, that can assist you with some areas of compliance as part of the GDPR, which need to be addressed.

Latest print hardware

We work with the leading manufacturers in the industry to provide the latest, most secure office print technology the marketplace has to offer, including the latest in encryption, data overwrite functionality, secure hard drives and document security settings.

Electronic document management

With an electronic document management system, all your documents are stored digitally, providing a central repository for all business content, helping to manage information more effectively and boosting productivity.  All documents are held centrally in a secure environment, so that individual user privileges and access rights can be controlled, ensuring documents remain in the right hands.

We provide a private cloud solution that keeps documents safe and adheres to the latest ISO:27001 and PCI-DSS security standards, as well as ISO:9001 for quality and ISO:14001 environmental standards. All data is physically encrypted and managed to provide a secure and cost-effective solution rolled into one. Dedicated SLAs are in place that guarantee documents are secure, giving complete peace of mind.

Workflow automation solutions

Digital workflow solutions can eliminate paper transactions by making contracts, delivery forms, sales orders and other documentation electronic with the facility for digital signatures on mobile devices. Consider electronic delivery of payslips and invoices to customers and employees directly from the system. This provides complete transparency of documents and processes across the organisation.

Everyday tasks can be optimised to become more efficient and productive. Processes are simplified to remove human error and free up resources. Built-in digital workflows automatically allocate tasks to the right person and manage the approvals process to speed up turnaround times, freeing up time to focus on other areas of the business.

Pull print solutions

We’ve all seen stacks of prints left by the printer and all too often this gets overlooked, but unclaimed prints create huge waste and escalate print costs for an organisation.  Not to mention the worry of sensitive and confidential documents falling into the wrong hands.

Pull print solutions overcome this issue, putting measures in place to securely print to any device on the network, whilst still ensuring that documents remain secure.  All print jobs are sent via a universal print driver and then the documents are retrieved in person at the selected device.  Users can authenticate themselves via a PIN code, proximity card or fingerprint and the prints are released.  Any jobs that are not claimed after a specified period simply get deleted from the print log, avoiding any unnecessary print waste. We offer a solution which integrates with legacy devices across a mix of manufacturer devices.