DM1803

Dm GDPR FOCUS: SAR AUTOMATION
By special request
Adam Oxbury of Midwich introduces a software-based solution to the issues around
Subject Access Requests that will be introduced with GDPR
Organisations are subject to a legal
obligation through the Data
Protection Act 1998 to provide their
data subjects with access to the data they
hold about them. From May 25th 2018
data controllers will become additionally
subject to the requirements of the EU
GDPR, which places additional burdens on
organisations to ensure they provide
adequate protection for the rights and
freedoms of data subjects. Organisations
need to look at potentially inadequate,
insecure and non-compliant processes that
are currently deployed and think about
what can be done to alleviate these issues.
WHAT IS A SUBJECT ACCESS
REQUEST?
An individual who makes a request is
entitled to be:
Told whether any personal data is being
processed;
Given a description of the personal
data, the reasons it is being processed
and whether it will be given to any
other organisation or people;
Given a copy of the information
comprising the data; and details of the
source of the data (where available);
Able to understand the logic behind any
automated decision - computergenerated
for example - to grant or
deny credit.
Anyone familiar with Subject Access
Requests (SARs) - the workflow from
identification, compilation through to
delivery - will no doubt be fully aware of
the challenges faced by members of the
compliance, information governance or
data processing teams.
Although automated processes are
replacing manual ones in organisations
many have been slow to make
improvements in their operational
procedures. Manually identifying and
confirming the identity of data subjects
requesting information only adds to issues
already faced by staff fulfilling SARs, and
further drains already stretched resources.
Ever growing volumes of information held
on subjects, especially PII / PID, in an
increasing variety of file formats (MS Office,
PDF, MRI, Audio, Video, CAD, X-Ray) only
add to the daily challenge already faced by
workers involved in collating, organising
and compiling bundles.
THE SAFESEND SOLUTION
iDocs Bindr SafeSend is the definitive
portable document compilation and secure
dissemination solution designed to sit
alongside existing document and records
management systems. The solution can be
integrated alongside Fujitsu scanning
solutions for seamless input of data held in
paper format. This allows for automatic
batch scanning, digitisation and OCR,
directly into iDocs Bindr SafeSend, thereby
compiling a binder in one very
straightforward and secure workflow.
iDocs Bindr SafeSend quickly compiles and
automatically indexes documents and
folders of any file type into secure editable
searchable binders so users can share,
collaborate, distribute or archive with
confidence. Being simple to use means that
anyone can build a project in minutes.
Introducing iDocs Bindr SafeSend will not
only significantly reduce the amount of
paper used and reduce the impact of the
continual increase in SARs, it will also
enable organisations to experience a
number of directly attributable benefits as
well as enjoying the wider implications
around digital transformation:
Suitably robust solution facilitates faster,
more secure responses to SARs
Improved information security and
compliance with the 1998 DPA as well
as with the EU GDPR when it comes
into effect with data produced in a
machine readable format
Improved compliance with the
Information Governance Toolkit
Reduced delays in the sending and
receipt of data SARs
Reduced paper usage within the Release
of Information function
Reduced postage, print and
photocopying costs within the Release
of Information team
Lower risk of data loss (i.e. paper going
missing)
Lower risk of inappropriate access to
clinical information
Improved audit functionality.
Fujitsu, in partnership with distributor
Midwich, can provide this software
together with the right hardware to give
your customers the ability to provide a risk
mitigating solution for the incoming laws.
More info: bit.ly/2IvK1nU
26
@DMMagAndAwards
March/April 2018
www.document-manager.com