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Sind Papieraufzeichnungen die leichte Beute der DSGVO?

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If you missed our webinar “Are Paper Records the Low-hanging Fruit of GDPR?” here's a handy recap for you.

Wenn Sie unser Webinar „Are Paper Records the Low-hanging Fruit of GDPR?“ vom 12. September verpasst haben, können Sie unsere praktische Zusammenfassung nutzen.

Adam Grainger, CIO of Baker Tilly International and Nick Reeve, Nitro’s UK country manager, work through the challenges faced by organizations that still rely on paper for document management and offer best practices to move toward a paperless, digital solution for GDPR compliance. They were joined by Jon Collins, principal analyst and author at Gigaom, who kept the conversation moving.

The European Union’s General Data Protection Regulation (GDPR) dominated the news for months leading up to its May 25, 2018 implementation. Since then, the buzz has quieted, but challenges remain in its implementation across companies large and small. Let’s dig in.

Kennen Sie Ihre Daten

Nick began by walking the panel through the role paper processes play in structured versus unstructured data, which both factor into GDPR. Structured data—anything that sits in a database and is governed by a database schema (a logical, searchable system)—gets most of the attention from hackers and, therefore, the general public. Unstructured data encompasses anything outside of that (documents, emails, interoffice communication) and this is where PDF and paper both play a larger role.

Obwohl PDF inzwischen allgegenwärtig ist –Nutzer erstellen jährlich 2,5 Billionen PDFs, 18 Milliarden PDFs sind in Dropbox gespeichert und 70 Prozent aller Anhänge sind PDFs – geben Unternehmen in der Regel zwar allen Mitarbeitern Zugriff auf die Microsoft Office-Suite, aber nur einem von 10 Mitarbeitern ein PDF-Produktivitätstool an die Hand.

Papier ist das Problem, PDF ist die Lösung

This lead to Nick explaining the risks of the paper-based office, starting with a startling statistic: An estimated 23 percent of security breaches involve paper documents—and that’s only for large breaches, the ones that make headlines. The stat for small breaches is far worse at 60 percent, which doesn’t get the same attention but represents a huge problem.

PDF plays a major role in alleviating the risk of breach and data loss. In the typical office where only a small percentage of staff have PDF tools, an employee will either need to edit a document in another format (e.g., Microsoft Word) or, worse, print and write by hand. They then find a colleague who has PDF tools and scan it back into digital form.

Bei der veralteten Methode bleibt Papier auf Druckern und Scannern liegen, das Team wird durch ineffiziente, nicht verwaltete Arbeitsabläufe aufgehalten, und es entstehen unnötig Abfall und Kosten.

“Users will know where they can make a difference. We’ve seen print reductions of up to 50 percent by arming offices with the right tools.”   —Nick Reeve

eSign a Crucial Tool

Kommen wir nun zum Kern des Webinars, in dem Nick überzeugend die mögliche Rolle von eSign bei der Verbesserung der Sicherheit am Arbeitsplatz darstellt. Obwohl digitale Unterschriften genauso rechtsverbindlich sind wie solche auf Papier, werden 65 Prozent der Unterschriften immer noch mit Stift und Papier geleistet.

Eine eSignatur-Lösung ist nicht nur sicherer, sondern erlaubt es Benutzern auch, jedes Element einer Transaktion nachzuverfolgen – wann wurde die Datei erhalten, geöffnet und signiert, wie lange wurde sie gelesen, an wen wurde sie weitergeleitet und vieles mehr. Die Leistung von eSign? Die Funktion schafft vollständige Transparenz der Informationen, die für die Einhaltung der DS-GVO-Standards entscheidend ist.

Jon agrees that tools like Nitro’s eSign are a pretty quick win for getting the right processes in place that can address paper-based workflows and are compliant by design. GDPR can be a real imposition on existing systems. Work smarter, not harder: Don’t just put a veneer on top of your current systems—change the way you do things to be compliant in the first place.

Es geht um den Prozess

Adam emphasizes that a key element to a successful GDPR experience is efficient workplace processes. Baker Tilly was transitioning to the cloud and set to make additional improvements before the mandate came down—GDPR was the catalyst to take the next step and mobilize an internal task force across departments. It’s not just a tech issue, it’s communications, legal, customer service, and much more.

Nick adds that, in the midst of these digital transitions, PDF productivity tools are essential. Although these changes can be driven top-down or bottom-up, the most savvy stakeholders are the ones who use these products daily.

“End users get this, but CIOs seem to have no idea. The appetite to fix this has always been there, but the issue has been price point. … When you give tools to people who don’t have them, you reduce the risk and up the return.”  —Nick Reeve

Sich auf die Reise einlassen

While closing up the conversation, Adam cautions companies to not get stuck on compliance. Rather, he says, organizations should invest in a process that can move them in the right direction—and ready to address concerns should they come up.

Nitro has taken this journey many times, Nick says, and the Nitro Productivity Suite can help deliver quick wins. Change can feel scary, but it doesn’t have to be—if you’ve got the right partner in your corner.
Watch the complete webinar and discover solutions for replacing outdated, time-consuming paper-based processes with secure, connected digital workflows. Watch the complete webinar and discover solutions for replacing outdated, time-consuming paper-based processes with secure, connected digital workflows.

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