Does your company send emails with confidential or sensitive information? Then you need to pay extra attention in the new year when a new requirement for encrypting emails takes effect. OnBase can be the solution when the requirements have to be complied with.
By Morten Have, Business Development Director & Partner at Nobly
On August 9., you could read a column by Julie Gerdes in Børsen, where she focuses on the forthcoming requirement for encrypting e-mails, which will take effect in the new year. The column is written on the basis of an analysis conducted by Dansk Erhverv (DE) among their members. Here, DE concludes that a large proportion of their member companies (it is not clear how many) have not yet launched initiatives to comply with the Personal Data Regulation, which took effect in May. This is a worrying read, as it can have major financial consequences for the individual business.
Upon request, the Danish Data Protection Agency has announced that they will protect the companies towards the new year. On the other hand, the Danish Data Protection Agency also states that on the other side of the new year, there may be a risk of inspection visits. No one knows which companies will be drawn in this “lottery”. One thing is for sure, though: If the company is not in control of the GDPR, it will be able to anticipate warnings and noticeable fines up to the million mark, depending on how glaring it is.
The first step is the overview
The challenge for the company is, initially to map the internal processes in relation to the sharing and sending of sensitive and/or confidential personal information. Many companies do not have an overview of what sensitive data is being sent or shared. In addition, there may be uncertainty as to which versions of documents containing sensitive information are relevant to archiving.
Digital archiving, workflows and external communication are therefore the very first areas that the company must map if the relatively short time is to be utilized best. Here, a close dialogue with an industry-renowned advisor can be worth the price. And when the mapping is in place, an information platform such as OnBase by Hyland is a really strong card to have on hand if you want to ensure a good night’s sleep.
OnBase – A secure platform
With a well-thought-out implementation of a so-called Enterprise Content Management solution such as OnBase, the company can get a complete overview of workflows and GDPR compliance. OnBase ensures encryption of emails when required, and the digital archiving of documents complies with GDPR requirements. OnBase can be tailored to the company’s existing workflows and IT-systems, making it easy for users and the organization to get started. In the midst of a sometimes hectic GDPR era, not all must necessarily be revolutionized at once. Often, however, it is our experience that changes in work routines can increase productivity and job satisfaction considerably.
As a consulting firm, Nobly has had the pleasure of assisting several large clients with GDPR related tasks. Our most important role is always to create security, value and overview for the users.
If you are unsure whether you have complete control of the GDPR and encryption in your company, you are always welcome to contact us and hear more about how we can help your company meet GDPR requirements.