GDPR And Workflow Software – Five Things You Need To Consider

Quinton on Jul 11, 2018

Five GDPR considerations for workflow software

After months of preparation, speculation and doom-mongering, GDPR is finally here. From 25th May 2018, businesses found guilty of non-compliance to the legislation will face a fine of up to €20 million or 4% of global annual turnover, whichever is greater. Despite the headache that GDPR is portrayed as there are simple ways to ensure GDPR compliance in your business. One of the easiest ways is by utilising workflow software. However, before you think a workflow can solve your GDPR problems, here are five things you need to consider.

1. You need a strategy

Business process management is great for outlining your processes and understanding where GDPR weaknesses lie. However, it doesn’t cover every aspect. GDPR requires a holistic information strategy. While workflows can identify breakpoints; you will need to implement the necessary actions and procedures within your workflow to ensure your business, and customers are protected. Remember, GDPR affects any business that processes data of EU residents or customers. Your strategy will need to cover data collection, processing, privacy as well as the right to be forgotten.

2. Staff shortcuts

Your workflow should be in place for a reason, and with the necessary documents stored throughout the workflow, this should be easy to manage. However, sometimes, staff find their way take a shortcut. This shortcut or mistake, could leave data vulnerable and could land your organisation with a hefty fine. A workflow can highlight the extra steps your team need to take to be data compliant. However, your process flow needs to be smooth and seamless. Furthermore, controls need to be put in place to make sure everyone follows to workflow correctly and remains data compliant.

3. Digitalisation

Using workflow management and workflow software can be an excellent way of transferring paper documents to digital files. This is considered an essential step in GDPR compliance. However, will only be worthwhile if you actually migrate all your necessary documents to digital formats. You will not be GDPR compliant if your team still reach for the paper version, or your paper files aren’t correctly disposed of.

4. Storage and encryption

As mentioned previously, workflow software can help to provide safe storage of personal data and documents through a secured workflow. However, for complete compliance, your team will need to ensure that records remain protected every step of the way and that means to stay within the workflow. Flowmingo workflow uses SSL encryption, using the largest 256-bit for Advanced Encryption Standard to keep your documents safe. However, this will mean nothing to your GDPR compliance strategy, if your staff don’t keep files within the workflow and follow your processes.

5. You need integration

Seamless integration is vital for data protection. Workflow software can provide you with more control over how documents are used and stored as well as giving you an audit training of compliance. However, your workflow will only be successful and efficient if you can integrate it seamlessly into your business.

A workflow may not integrate seamlessly to begin with, but by continually improving the process you can make tasks easier, safer and crucially, GDPR compliant.

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