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Your Data Matters: How will your organisation handle a GDPR query?

Your Data Matters: How will your organisation handle a GDPR query?

The upcoming General Data Protection Regulation (GDPR) legislation presents particular challenges when it comes to managing Subject Access Requests (SARs) and Right to Erasure (“Right to be forgotten”/RTBF) requests. These requests allow an individual to access and delete personal data held about themselves.

And with the launch yesterday of the Information Commissioner's Office (ICO) 'Your Data Matters' campaign targeting the general public, the question is, just how will your organisation respond to these requests without distracting from their core business or compromising on their compliance to the more stringent regulation?

Both these requests will represent a significant challenge in terms of consistently and reliably locating personal information and responding within the timeframes required under the regulation. Think of all the paper filing, archive, databases, systems, email and discs that would be need to be checked!

In a perfect world, an automated solution would access all the relevant personal data within a digital system with zero paper. However, this would mean that all systems that hold data such as HR, and CRM databases would need to be accessible; all personal data would then need to be retrieved, deleted or redacted as required. The specification for such software would be very high for this to happen, for example, language processing capability identify relevant references.

Also, the filing of documentation would need to be flawless with accurate classification of documents making retention policies easy to administrate.

In reality, very few organisations operate in a true paperless fashion and systems can be diverse, fit for their original purposes and not set up for compliance readiness.

The recommended solution for most organisations is to use process automation software to manage a series of manual operations effectively. This can be achieved with Arena’s mstore software platform that can provide effective ways of managing your SAR and RTBF requests, and also deliver system integration, retrievability, security, redaction and document retention amongst a host of other business benefits relating to compliance and efficiency.

mstore also provides reporting on compliance tasks in progress, a list of completed requests and critically, an audit trail of each action, by system user and date/time equipping your organisation to be GDPR ready.

An overview of how Arena’s mstore platform can help you get to grips with the GDPR will be provided in our free webinar ‘Managing and leveraging customer data under the GDPR: your questions answered’. Delivered with legal partners, 3Volution, the webinar is also designed to provide answers to your outstanding queries about managing customer consent.

Sign up for free here.

Note: Nothing in this blog should be construed as legal advice or otherwise relied upon as formal best practice.

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The Arena Group comprises: Arena Group Holdings Limited, a company registered in England and Wales (with registered company number 03735943 and VAT number 734562528) and its subsidiary company: Arena Group Limited a company registered in England and Wales (with registered company number 02168309 and VAT number 458238033). The Registered office of all Arena Group companies is Armitage House, Thorpe Lower Lane, Robin Hood, Wakefield, WF3 3BQ. Authorised and regulated by the Financial Conduct Authority for credit-related regulated activities.

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Fovia customers can access Arena Group’s award winning customer support directly through the Arena website. You can also browse our products and services, and catch up on our activities including events, news and blogs.

You will continue to be supported by the same dedicated team using the same telephone numbers you use now. You can also book service support online, all available from our website www.arenagroup.net/support

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