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GDPR: What does it mean for printed, photocopied and scanned documents?

on Tuesday, 08 May 2018. Posted in News

GDPR: What does it mean.

GDPR: What does it mean for printed, photocopied and scanned documents?

GDPR: What does it mean for printed, photocopied and scanned documents?  

The General Data Protection Regulation (GDPR) is an EU wide framework that comes into force on 25th May, 2018.

The foundation of a GDPR compliant system is a well-designed and secure information system. The regulation raises the bar, stating that security should be designed-in from the beginning and that personal data should be anonymized wherever possible.

In a 2017 Quocirca report, more than 80% of companies report concerns about print related data losses, with 61% reporting actual losses in the past year.  

There are three areas of GDPR that will effect your business:

  1. Security of data currently held
  2. Consent for use of data
  3. Transparency on how you will use the data

The first area is the one of most concern when talking about machines from Konica Minolta.

How do we solve the problem of data security on our machines?  

Because modern printers and scanners often store documents, they need to be a major consideration when it comes to managing personal information.

One of the simplest and easiest solutions is Secure Print. Secure Print is a safety feature that will only allow the release of a print job when a user-unique PIN number has been entered into the device. This eliminates waste and keeps confidential jobs from falling into the wrong hands.

Another GDPR-friendly feature allows documents to be held in a print queue until the individual approaches the printer and authenticates the job themselves. This eliminates the problem of uncollected printed material falling into the wrong hands. Secure Print can also ‘forget’ an ex-employee’s entire print history, thereby reducing the amount of data held by your company.

It’s also worth reviewing how any physical, printed documents are stored on-site to ensure your business is completely compliant.

Encryption is the key to email compliance.  

Many devices in the Bizhub range include the function to encrypt scanned files (including PDFs). Once encrypted, the files require a unique decryption code before they can be opened. PDF files can also be encrypted using digital ID and PDF digital signatures. The ability to limit access to digital email address books adds an additional level of security.

SDS are ready to help.  

GDPR is coming and it will affect your business. SDS will be on hand to help your business with any concerns relating to data held on our machines. Contact us on 01278 723784 or email This email address is being protected from spambots. You need JavaScript enabled to view it. today and begin your passage to compliance.

 

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