GDPR: Picking the right EFSS software for your customers


As companies begin to learn more about the GDPR, one particular concern might reappear in their thoughts from time to time. Some increasingly frustrated variations of ‘We’re a fairly small company. We don’t have a legal department. We don’t even have a legal advisor. How on earth are we supposed to comply with all of this?’.

And hey, those feelings are not completely unwarranted. It took the EU four years of preparation and debate to design this undertaking, no wonder that palms are getting a little moist. With that said, there are steps that companies can take to make the GDPR manageable. In this blog post, we are going to take a look on how the right file sync and share-software can help companies comply with the GDPR.

The right software
One very important step is to acquire the right software. Now, there is not one single program that we can point to and say ‘if you don’t purchase that one, you’re completely screwed’. Or ‘if you buy this one, you are definitely in the clear’. But generally, companies need to make a conscious decision about the way that their employees are going to handle personal data. Part of this process is to find that right piece of software that companies feel they can trust.

File sharing and file synchronization. Two concepts that unmistakably relate to the GDPR. Employees are constantly sharing documents and files, working in them simultaneously. Sometimes, these files and documents are going to contain personal data. The minute companies and their employees store or handle a file or a document that contains personal data, employees enter GDPR territory.

How data is processed
Companies need to be able to create an accurate overview of how personal data is processed. An important requirement of the GDPR, one that we are going to return to in a later blog post, is the ability of companies to document their actions. At all times, companies should be able demonstrate how their working methods meet the requirements of the GDPR. The best sync and share solutions keep track of which employees have access to certain files and documents, in what capacity and how each file and document is processed. Absolutely vital stuff to stay in compliance with the GDPR.

Keep personal data in check
It is basically a matter of control. The right piece of software will provide companies with the ability to keep their personal data in check. If a leak were to happen, at the very least companies should be able to identify the breach and correct it. An ability to backtrack is definitely going to make a difference when data protection authorities determine the size of a potential fine.

On the other hand, companies run all kinds of risks if they fail to deploy a professional piece of software. Employees will begin to develop their own systems for how to share and synchronize files, most likely with little regard to data security. Many people work with a gradual transition from work to private computer, and if employees don’t have a certain structure, including a specific piece of software, to work within, it is impossible to tell where personal data might end up.

The best way to maintain control over personal data is to commit employees to a professional sync and share-software and make sure that all staff members use it diligently.

Three highlights
– A pro file sync and share software is an important tool as companies try to comply with the GDPR.
– Employees must share files in a certain corporate structure to maintain control over personal data.
– Companies don’t want employees to develop their own standards for how to share files.

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