Document Management and GDPR go hand in hand. The vast majority of companies and organizations are still very document driven. Contracts, email, delivery notes, projectinformation, calculations, offers, invoices… We get flooded on a daily basis by incoming documents and send out at least the same amounts.
Of course GDPR is not restricted to documents only. GDPR has repercussions on existing policies and contracts, oon both processes and the ICT environment. But a solution that can combine document management and GDPR certainly has some important benefits..
Document Management and GDPR: 5 benefits.
- Secure your documents.
In a typical fileshare or treestructure the possibility to secure information is very limited. One can restrict access rights to folders or documents, but they are still visible within the sructure. Securing information in Smartdoc takes this to another level. It’s even possible to make sure that certain documents are no longer visible in the search results. Security settings can be easily configured. A whole list of security features is available; who can print or change a document, which user is allowed to change a security setting or look into the logbook.
- Create Document Life Cycles.
Most documents we do not want to keep eternally, and we know it. Nevertheless we seem to store information for ever and longer. When we document the processes in Smartdoc we combine the documents to a document life cycle with a start and end date and a preservation period. This methodology allows organizations to create lists of obsolete information and allows documents to be easily removed from the archive.
- Give documents an archive destination and a privacy level.
In the same way any document or document type gets a archive destination and a privacy level. Some information has a limited preservation time only and can be deleted. Other documents need to get a life or get a new workflow attached to it. All these settings and features are configured in the “Document Protection” templates.
- Who did what.
An exhaustive logbook in the Smartdoc database keeps track of anyone that accessed, changed, mailed… a document. From the day the document is archived any action on any file gets documented. The logbook is of course only accessible to mandated users.
- Ultimate searchability.
And maybe the most astonishing feature, Smartdoc makes the entire database searchable. Our OCR service makes sure that any document gets analysed on context and full text. An OCR cloud service gets the remaing data out of any forgotten file, attachment to a long forgotten mail or smartphone photo of an old contract. This way, creating a list (right to be forgotten!) of all documents you store of a customer or an ex employee becomes a 2-fingers-in-the-nose task.