The following are a few examples of common situations in which paper records are arguably governed by the … Though this all may sound a little confusing, it is worth understanding how this translates to your organisation. 2 That record shall contain all of the following information: Accelerate Your Path to GDPR Compliance with Oracle. Wikipedia states "The retention period of information is an aspect of records and information management (RIM) and the records life cycle. As expected, GDPR will largely affect: human resources, accountancy firms and medical practices, although every organisation should review their archives and take the necessary steps to prepare. awareness through interactive training content and simulated phishing campaigns. It's easy for paper documents to lead a double or triple life. Below are some practical considerations for organisations of any size to consider when placing their focus back on paper. Personal data can include location data, a name, medical information or social or economic information which can be used to help identify said natural person. The possible fines can be up to 10 million euros or 2% of their annual turnover. It is quite apparent that much of the focus of media attention around GDPR is placed on cybersecurity threats, database vulnerabilities and data stored and transmitted. Art. You can do nothing with that information without having a legal basis for doing so, or obtaining consent. One small slip and it's too late - an individual leaves sensitive paperwork on a train, a courier loses an archive box full of payment records, a member of staff has files stolen from their car. Guidance on Applicability 19 5. Hut Six Security © Copyright 2020. Privacy of data is key to the GDPR. However, this rule applies only if the processing is not likely to pose a risk to the rights and freedoms of the data subjects, if no special categories of data are processed, or if the processing is done only occasionally, as indicated in Art. The IT community is getting “a bad rap” for another Y2K-type problem looming with the GDPR. For the purposes of GDPR, the same security concerns that affect the digital world also apply to the analogue one. records and that any decisions made regarding the lawful basis for processing, adhering to data protection principles and upholding data subjects’ rights include paper records. British edica ssociaton Access to health records 3 4. Optical Character Recognition (OCR) is a process for digitising text, enabling text search functions and electronic editing. Contact us today to arrange a free consultation: gdpr@restoredigital.co.uk. Conversely when paper records are organized within a filing system that allows a person to search for specific information or documents there is an argument that they have become “structured” and “accessible according to specific criteria” and, thus, subject to the GDPR. Do I need to register with the ICO? 9. Scanning your documents and working with them digitally in eView or DocuWare puts you in complete control. paper. How to manage paper documents in light of GDPR. This time limit shortens to one month under the GDPR. As with many legal and legislative matters, before we can answer as seemingly simple questions, such as does GDPR cover paper records? Often though, paper documents, paper records and files are being severely overlooked. If that's OK please click I agree; if not you can configure your privacy preferences to decide how we process your data. Transportation of data in any format (including paper) should be a threat to information security. Transportation of data in any format (including paper) should be a threat to information security. The General Data Protection Regulation (GDPR) grants data subjects the right to access any personal data an organisation holds on them. You’ll have to comply with the GDPR regardless of your size, if you process personal data. Information is also provided on some of the common pitfalls and problems encountered Are you even sure you've still got it? With substantial potential fines and penalties, the GDPR There are two major components that facilitate a paperless way of working: Working with digital images has always made more sense than working with paper. You do still have to comply with GDPR. If you don’t process any personal information electronically - so no email, no texts or contact details on your phone, no audio recordings for example - then you don’t have to register with the ICO. Click for our DocuWare brochure & contact us for info. However, there are certain rules that dictate what records should look like. GDPR … 14 GDPR – Information to be provided where personal data have not been obtained from the data subject; Art. Article 32 (1) – GDPR If you are holding or processing personal data in the form of paper records, as part of a ‘filing system’, as opposed to an ‘unstructured paper record’, this is not covered by the GDPR specifically, but is covered, for example, by the UK’s Data Protection Act (DPA 2018) with the aim of ensuring appropriate protections for possible Freedom of Information Act 2000 related requests and adequate protections for the data rights of citizens. How do you currently manage the retention periods on your paper files? paper. There’s more information about documentation in our Guide to the GDPR. The right to erasure (the right to be forgotten) states that "The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data whether there is no compelling reason for its continued processing.". Size is a factor in a range of areas including the requirement to maintain records of processing. The old Data Protection Act 1998 not only gave Data Subjects a right to see their personal data held on computer but also that which was held on paper records which were held in a “relevant filing system”. Purpose of Paper 2 2. 3 November 2020. we must first take a moment to define some key concepts. How long would it take you to find information stored in paper files? If different sizes of paper are included in the job please select 'Mixture'. It identifies the duration of time for which the information should be maintained or "retained", irrespective of format (paper, electronic, or other).". Subject Access Requests A request by a patient, or a request by a third party who has been authorised by the patient, for access under the GDPR (and DPA 2018) is called a subject access request (SAR). 30 GDPR Records of processing activities 1 Each controller and, where applicable, the controller’s representative, shall maintain a record of processing activities under its responsibility. One area where paper records and files are being severely overlooked 043 5498 or get in touch email! Use of cookies view the latest updates on our site to improve user experience, performance, and you to... Future, document indexing can be scanned in Black & White, Colour or as a 'Mixture ' of.., if you do n't have any items ) ( a ) of the GDPR a... The Five Biggest breaches and Hacks of 2020 can a digital record that information without a! Process for digitising text, enabling text search functions and electronic editing rights of the website on our site improve... 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