General Data Protection Regulation (GDPR) can be more than a check-box exercise when it comes to adhering to compliance. Implementing the systems and processes required by the regulation in the right way can help organizations define and manage the risk and reward associated with processing personal data, and drive greater business efficiency. In EU GDPR will become enforceable law in the EU Member States on 24th of May 2018!

A new set of European rules and standards related to privacy and data protection has set in motion a mad compliance scramble not for European companies, but for any company doing business in Europe or with European customers. The regulation codifies many privacy rights and creates an explicit obligation to the controller as well as the processor to be able to demonstrate their compliance to the GDPR.

• Fines - GDPR sanctions starting May 2018; the maximum fines will be set at 4% of an organization’s worldwide turnover, or €20 mil;
• Parental consent – requires organizations to verify consent from holder of parental responsibility for children under 16, or 13, if allowed by a member state;
• Breach notification – supervisory authorities must be notified within 72 hours of learning of a data breach;
• Withdrawal consent – per the newly enacted legislation, prior to giving consent, data subjects must always be informed of their right to withdraw consent;
• Right to be forgotten – the right to have personal data erased „without undue delay” under certain circumstances;

• Applicability – the new law applies to both data collectors and data processors, and both businesses and governmental organizations.
  They organizations also need to:
  • Limit processing to the purpose for which the data was collected;
  • Conduct prior assessments when processing sensitive data that result in risks;
  • Limit who sees the data (define levels of access);
  • Keep recording of processing activities, including the types of data, time limits;
  • Minimize what’s being collected and protect the data;
  • Information overload – Today, only in one year the size of the new information created exceed the volume of information created in the entire history
  • Unstructured Information - >80 % of these information are unstructured (paper documents, electronic documents, e-mails, xmls)
  • Different formats and systems – useful information is stored in different systems (ERPs, CRMs, Document management, line of business applications, etc.) and different formats.
  • Different locations – Useful information spread in different locations.

SEAL for GDPR

• Identifies PII (Personally Identifiable Information) on employees, customers or citizens through OCR and metadata extraction;
• Intelligently assesses documents in the repository and determines if they require OCR; extract metadata values using OCR & regular expressions configured for each metadata;
• Advanced metadata management for efficient Data Discovery;
  GDPR Compliance Dashboards;
• Flexible and Advanced Security to Protect Content based on What Is It (metadata) and not on Where It Is Stored; Dynamic Security based on the value of the metadata;
• Right to erasure (‘right to be forgotten’) through Advanced Retention / Records Management.

StarCapture Anywhere for GDPR:

• Consent Management through Biometric Signature (advanced signature), demonstrating that the data subject has agreed that his/ or her personal data to be processed. An advanced signature provides safe proof, it is uniquely linked to the signatory, and it is linked to the data that which it relates in such manner that any subsequent change of the data is detectable;
• ID Scan, Form recognition, OCR, Fill Forms;
• Document Generation, Biometric and Digital Signature;
• Real-Time Signature Verification.

• Ensure timely and efficient response to any Data Subject Access Requests (DSAR) based on comprehensive data discovery for all content pieces with personal information;
• Advanced search functionalities, both advanced metadata based search (templates, subscriptions, search in search) and advanced full-text search (fuzzy search, character substitution search, etc.);
• Advanced metadata management for efficient Data Discovery;
• Quick access and view of the content with unlimited navigational perspectives;
• Search, identify and re-tag PII/sensitive content based on metadata;
• Securely sharing unstructured content with your clients, partners and external consultants, leveraging document collections;
• Easy to be used by non-IT / line of business users
• Reduce ROT (redundant, obsolete and trivial content) and add value to otherwise unsearchable content;
• Mitigate potential security issues with flexible and advanced security (access control lists, policies, security levels including PII clearance) and pervasive audit trails;
• Consent management through biometric signature (advanced signature) on an intelligible and clearly distinguishable consent document;

• Ensure the right to erasure ("right to be forgotten") through advanced retention/ records management;
• True WORM data protection (on HCP) and Digital Shredding / Destruction without undue delay;
• Free up IT resources, reducing the load of databases supporting the business apps and enable your line of business users to store and view documents without the need for specialized IT personnel;
• Increase productivity and become more efficient just by reusing existing documents;
• Keep your documents safe - Give access to as many employees as needed empowering them to do their job better and faster;
• Build your Unified Information Governance - Capture, transform, index and securely manage your entire paper and electronic archive, leveraging a centralized records management repository
• Increase efficiency - Unleash anytime, anywhere the power of your corporate information assets just sitting there, in your day to day business processes.
• Save money - Competitive pricing vs. traditional DMS/ECM, legacy applications and platforms; Eliminate the cost of losing or re-creating existing documents.

• Comprehensive data discovery and management to ensure timely and efficient respond to any Data Subject Access Requests (DSAR);
• Intelligently assessment of documents in the repository and fast clarification if they require OCR;
• Automated end-to-end process that can run 24/7 without any staff intervention, emailing periodic notifications of processing statistics and error reporting to the IT Administrator;
• Advanced search functionalities, both advanced metadata based search (templates, subscriptions, search in search) and advanced full-text search;
• Dynamic Security based on the value of the metadata;
• Monitor & notify expired storage term for documents with PII/PD data;
• Encrypt PII/PD metadata in SEAL database & storage;
• Use HCP’s shredding feature & specify Shred setting for each object having PII/PD metadata attached to it;

• GDPR Compliance Dashboard: Display documents distribution by PII/PD type; Top Failed Compliance Policies; Top Non-Compliant Assets by Type; GDPR related activity (Consent Withdrawals, Access Requests, Erasure Requests, Parental Consent); GDPR related notifications; Compliance Trends;
• Share Business Content in a dynamic manner using Document Collections;
• Consent management through biometric signature (advanced signature) on an intelligible and clearly distinguishable consent document;
• Right to erasure (‘right to be forgotten’) through Advanced Retention / Records Management;
• Comprehensive GDPR solution not only for CCO, CDO, CSO and Legal Directors but for every single line of business user working with Personally Identifiable Information (PII).