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.
There are three areas of GDPR that will effect your business:
The first area is the one of most concern when talking about machines from Konica Minolta.
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.
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.