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Paper in the digital world: how to adapt the record book to the General Data Protection Regulation

Grupo Azkoyen | Paper in the digital world: how to adapt the record book to the General Data Protection Regulation
13 Jun 2018

On May 25th, the General Data Protection Regulation (GDPR) came into force. Therefore, companies must adapt to one of the most transcendental regulatory changes carried out by the European Union. This legislation, which is compulsory, will provide citizens with more control over their privacy, but will also impose radical changes on companies.

From now on, all companies must have an “unequivocal” consent from users to use their personal data, as well as to adopt a “proactive responsibility” instead of a “reactive” one. That is to say, companies must apply the appropriate technical and organizational measures to ensure and demonstrate that the treatment of personal data is carried out according to the new Regulation.

However, there is still the wrong idea that these changes will only affect the digital scope. Nothing further from the truth. GDPR is technologically neutral, which means that all personal data will be protected regardless of the technology used for their record or conservation. That is, all European companies which handle personal data will be subjected to the compliance of the Regulation, even if they use files in paper.

Therefore, it must be taken into account that the traditional record book in paper, apart from being subjected to this legislation, will be one of the first elements to be evaluated by an audit. And also, all the requirements to transfer the contents of the book in paper to digital format must be considered, so that it complies with the requirements of the GDPR.

Which aspects must be considered so the record book is compatible with the new Regulation?

Hereafter, the book must be stored safely. This means that the data cannot be disclosed to third parties under any circumstances – with the exception of the reception staff – and they must be destroyed (shredded) regularly avoiding any possibility of data robbery. It is technically impossible to achieve everything that has been mentioned, but, as most of the activities which are carried out manually, the risk of error and negligence is considerable.

Which advantages does a digital records system such as prime Visit provide?

To avoid problems in the reception of the data supplied by customers and ensure that each customer asks the necessary questions, there are existing digitalized solutions in the market, such as prime Visit, developed by the subsidiary of Azkoyen Group. Due to this technological solution, each user is asked exactly the necessary questions based on the information they supply. Besides, with the previous record of Prime Visit it is not necessary to enter the data in the reception, with the resulting advantage that there will not be waiting lines.  Some companies and sectors use ISO and HACCP, so the obligation of the visitors’ record is applied. Due to the digital record book Prime Visit, those responsible can easily show that visitors have been informed of the security regulations.

With prime Visit, visitors, instead can register using the main visits Kiosk instead of doing so manually with Outlook, and the record is later formed simply by searching their name. It can also be done by showing the QR code received when confirming the visit. Besides, with this application it is possible to provide ID cards in the reception providing access to certain parts of the company.