As you’ve probably heard, the purpose of GDPR is to protect EU citizens from organizations that might use their data irresponsibly. In today’s blog post, we’ll cover what this recent regulation means to IT Professionals, what their biggest challenges are, and how PDFelement can help!
EU citizens now have the authority to decide what information to share with organizations, how and where to share it, and whether they want to delete their personal information from any database if they so choose.
GDPR and the IT Professional
With GDPR replacing the Data Protection Act of 1998, it becomes more critical that businesses, especially IT services, should know everything they need to about the changes that have been brought forth inlegislation. Better understanding means better compliance with the regulations and fewer chances of penalties.
Challenges of existing approaches to documents for IT Professionals
Every item of personal information that you store in printed or digital documents is subject to GDPR regulations. Typically, files are stored in a range of different formats, including: –
• Editable documents (such as Microsoft Word files) that can be easily edited, and are therefore insecure
• Unencrypted PDF files with no access control
Internal collaboration sees documents shared across multiple locations – with little or no user accountability. In addition, many businesses share entire documents as a matter of process, even if only one piece of the document is truly relevant to processing.
Meanwhile, the growth in sharing via email and cloud services has also dramatically increased the risk of data leakage. Human error accounts for a large proportion of data breaches and most documents can be opened by anyone that has access to the file.
5 Ways PDFelement can help:
1. Conversion of all Office document file types to PDFs –
Getting documents out of paper and into digital office files is an essential first step toward GDPR compliance. PDFelement allows you to create industry standard PDF files that are fully compliant with all PDF viewers on virtually any device.
• Batch PDF creation from over 300 file formats
• Print to PDF from almost any application
2. Data Redaction
Redacting data can allow companies to remove the sensitive or identifying data, without removing the entire record. This makes the process simpler and less invasive.
4. Convert scanned documents into editable PDF files
A paper-free office has long been a dream for many people. Quickly convert paper documents into searchable and editable PDF files you can organize, share and protect.
PDF/A is an ISO-standardized version of the Portable Document Format (PDF) specialized for use in the archiving and long-term preservation of electronic documents.
Make sure you stay up-to-date with this important privacy protection legislation! If you have any other tips let us know in the comments below.