0333 060 3938 Digital About Us Services Sectors Insights Contact Us Digital / Services / Document Management Click to view the latest updates on our services. Service Status Update. Document Management Restore Digital offer two document management and workflow automation solutions for our clients. Scanning and creating digital forms of paper records is a great starting point but having the ability and confidence to search and use this digitised information is essential to efficient and agile working. Now with GDPR and the Data Protection Act 2018, choosing the right database makes compliance simple and effective. eView is Restore’s in-house document management system. It is cost effective, especially for organisations requiring a high volume of user licences, with full audit, tracking and reporting functions. It can also link with, and sync to other databases and systems, and in some cases eView has been used as a viewing platform for content also stored in more expensive systems, and as a disaster recovery system. DocuWare is an award winning, international EDRMS that has been on the market for over thirty years. Recognised by Gartner, Nucleus and other leading analyst firms as a best-fit document management and workflow solution for teams and organisations of any size. Available as both a cloud and on-premise solution, DocuWare is the chosen solution for over 12,000 companies across the globe. Both solutions require minimal support from your IT Teams, which I know can be a real benefit as IT Teams are often extremely busy, and can cause project delays whilst finding an appropriate time to support new projects. Our GDPR compliance checklist If GDPR compliance and audit trails are your main driver for exploring these systems, we recommend our GDPR checklist as your next reading stop, which explains the main principles of GDPR and links each to the functionality available in our document management database systems. View it here. The benefits of digitising your data With both Cloud based and on-premise solutions, images are always held in a secure environment, with full disaster recovery policy and solution. We will work with your data controller to ensure full compliance to your GDPR and data policies, and all systems come with a full audit trail of logins and views of all records. Records can be accessed on multiple devices, and support agile, flexible working. GDPR Checklist GDPR Main principles What does it mean in practice? How Restore support them - enabling compliance with minimum effort Lawfulness, fairness & transparency You can only collect personal data for a valid reason under GDPR (known as a "lawful basis") Individuals must know that you are collecting their personal data, what you are collecting, why you are doing it and who has access to it You must not process the data in a way that is unduly detrimental, unexpected or misleading to the individuals concerned Restore help organisations by auditing all data currently held, removing dark boxes of unknown content and allowing you to understand what you have, and where (i.e. hard copy, electronic file, email) We then help by cataloguing and categorising the data; high lighting non-compliance or future risks Purpose limitation You must be clear about your purpose for collecting, keeping and storing the data from the start You can only use the data for a new purpose if this is compatible with your original purpose, you obtain consent for the new purpose, or you have a clear basis in law Your purposes must be documented and communicated to individuals Keeping documents containing personal data digitally, in a purpose-built document management system with clear categories of document types assigned will allow you to better implement changes should you wish to amend the purpose(s) for which you process the personal data Data minimisation You must ensure the personal data you are processing is: Adequate - sufficient to properly fulfil your stated purpose Relevant - has a rational link to that purpose Limited to what is necessary - you do not hold more than you need for that purpose Digital files allow you to quickly, even automatically, delete what you no longer need Accuracy You should take all reasonable steps to ensure the personal data you hold is not incorrect or misleading as to any matter of fact You may need to keep the personal data updated, although this will depend on what you are using it for If you discover that personal data is incorrect or misleading, you must take reasonable steps to correct or erase it as soon as possible You must carefully consider any challenges to the accuracy of personal data Digitalising all data allows you to have data in one place. Putting it in viewing software like eView ties data together; allowing you to update easily, so information is always accurate Indexing, meta data and robotic processing can ensure data that sits in more than one system can be updated across the board simply Storage limitation You must not keep personal data for longer than you need it You need to think about - and be able to justify - how long you keep personal data. This will depend on your purposes for holding the data You need policy setting standard retention periods wherever possible, to comply with documentation requirements You should also periodically review the data you hold, and erase or anonymise it when you no longer need it You must carefully consider any challenges to your retention of data. Individuals have a right to erasure if you no longer need the data You can keep personal data for longer if you are only keeping if for public interest archiving, scientific or historical research, or statistical purposes Digital files facilitate the automation of retention policy application, especially when different documents in the same record have different retention periods, as is often the case in HR for example Rules can be set up that can move data (whole files or specific info) into recycle bins automatically Integrity & confidentiality You must ensure that you have appropriate security measures in place to protect the personal data you hold This is the 'integrity and confidentiality' principle of the GDPR - also known as the security principle Specific ownership and reader permissions can be created to ensure confidentiality, while permitting access to those who need just some of the documents in a file but don't have clearance to see the whole file Digital files also permit better controls and can eliminate duplicates, printing, sharing of personal data; or at the very least provide an audit trail of all activity Accountability The accountability principle requires you to take responsibility for what you do with personal data and how you comply with the other principles You must have appropriate measures and records in place to be able to demonstrate your compliance A document management system with version control and audit trail will facilitate control and evidencing of compliance by providing a central repository of documents, setting up alerts for review, providing approval and review workflows and most important of all - enable reporting to demonstrate GDPR compliance activity should you need to Data Protection Impact Assessments (DPIAs) can be turned into electronic forms and digital workflows so you can monitor progress in real time and keep track of all DPIA related activity, with a full audit trail Individual rights Individuals have the right to access their personal data This is commonly referred to as subject access Individuals can make a subject access request verbally or in writing You have one month to respond to a request You cannot charge a fee to deal with a request in most circumstances SAR requests can be completed by the click of a button, and the whole process digitised to ensure full audit trail, management intelligence and easy real time monitoring of progress against the deadline The benefits of digitalising your data Audit Trail Save Money Security & Audit Trail Share Intelligence Case Studies Blogs you might be interested in reading Key Benefits of a Digital Mailroom for any Organisation Paper still plays an important role in most, if not all, businesses. Find out how our mailrooms help ensure they are... Read More The new era of digitisation in banking? Why investment into back-office digitalisation is important in an agile banking world, leading the way in the call... Read More How eView helps you to comply to GDPR To remain GDPR compliant, you will have to understand and classify the personal data you hold and process, as well... 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