If you missed our webinar “Are Paper Records the Low-hanging Fruit of GDPR?” here's a handy recap for you.
Si vous avez manqué notre webinaire du 12 septembre intitulé « Les documents papier sont-ils une cible de choix du RGPD ? », voici une synthèse des principaux points abordés.
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.
Know Your Data
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.
Malgré l'omniprésence actuelle du PDF – les utilisateurs en créent 2 500 milliards chaque année, 18 milliards de PDF sont stockés dans Dropbox et 70 pour cent de toutes les pièces jointes sont des PDF – les entreprises ne donnent accès à un outil de productivité PDF qu'à un employé sur 10, alors qu'elles donnent généralement accès à la suite Microsoft Office à tous les employés.
The Paper Problem, the PDF Solution
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.
Cette méthode dépassée laisse du papier sur les imprimantes et les scanners, ralentit l'équipe à cause de flux de travail inefficaces et non gérés, et débouche sur des pertes et des coûts inutiles.
“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
Et nous arrivons maintenant au moment fort de ce webinaire, là où Nick vous montre rôle incontournable que la signature électronique peut jouer dans l'amélioration de la sécurité de votre lieu de travail. Malgré le fait que les signatures électroniques soient juridiquement tout aussi contraignantes que les signatures papier, 65 pour cent des signatures sont encore faites à l'aide d'un papier et d'un stylo.
In addition to being more secure, an eSignature solution allows users to track every element of a transaction—when you received the file, opened it, signed it, how long you read it, who you forwarded it to, and more. The power of eSign? It adds complete transparency to information, which is critical for meeting GDPR standards.
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.
It’s All About Process
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
Accueillez le changement
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.