Lets talk about your data obligations and how a solution from ELITE can make all the difference.
- Fair & transparent
Data must be stored and processed lawfully, fairly, and in a transparent manner.
Our solutions facilitate secure and controlled processing and storage of all business information, with comprehensive audit trails, live reporting on document processes, and with custom escalation procedures and email notifications we can deliver full transparency and accountability that is consistent at every stage of your document life-cycles.
- Legitimate & explicit/Adequate & limited
Data must be collected for specified, explicit and legitimate purposes & not further processed in a manner that is incompatible with those purposes. Data must also be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
We can ensure that only pre-ordained paths are followed with full audit trails when storing any document type. As an example when storing a CV the document would follow a secure, bespoke workflow in order to decide whether the applicant is to be invited for an interview. Once the interview has taken place, dependent on the result, the information could either be placed onto a deletion schedule (adhering to legal retention) or securely stored into a digital filing cabinet. Combining this functionality with the benefits of ‘real time’ reporting and audit trail on the documents – sensitive information can be provided by you to the interested party instantly upon request making compliance fast and simple.
- Accurate & Current
Data must be accurate, and where necessary, kept up to date, every reasonable step must be taken to ensure that personal data that is inaccurate (having regard to the purposes for which it was processed) is erased or rectified without delay.
So long as the user in question has the requisite access rights, all information stored can be edited or updated as needed. Using version control we can then ensure that only the up to date information is returned when searches are performed.
- Time limited
Data must be kept in a form that permits identification of data subjects for no longer than is necessary for the purposes of which the personal data is processed/stored.
Automatic deletion schedules can be implemented within your organisation. This can be by any criteria required. For example, as a rule of thumb, Invoices are to be stored securely for a legally required period of 7 years. We can set up automatic monitoring of this particular file type, so that when the expiration date is approaching, an email alert is sent to the required party/parties, informing them of the deadline approaching, and action/confirmation is required (Allow auto deletion, save to disk/Hard Drive etc).
- Secure & protected
Data must be stored/processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing, and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Using our Cloud solutions, all information stored is fully accredited, secure, protected & encrypted, whilst also being backed up across 3 separate locations on the tier 4 Microsoft Azure cloud platform.
Written by Chris Hawkes