Most organisations now have critical need for GDPR level security for data collected, stored and shared on consumers or members. All data that can identify a private individual – profiling, names, addresses, emails, phone numbers – including audio visual and photographic, falls under the GDPR. Here is the business case for dedicated and secure data solutions:

Control where your data is and how it’s stored, shared and accessed

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1. Do you have safeguards in place?

Under the GDPR, the infrastructure an organisation uses to share and store this data needs to have administrative, physical and technical safeguards in place; these are not available with public cloud services and ad hoc manual processes that may include use of memory sticks, printing and physical filing, that may be in current use.

2. Do you know where you store and how you share data? 

Technically, if an organisation does not comprehensively know where it stores and how it shares data – or how its secured, the organisation could already be in breach of the GDPR. It’s probably safe to assume IT or governance teams, in effect, have limited control over where data is stored, how it’s secured and shared, its encryption levels or data retention rules.
Technically if an organisation does not know where it stores and how it shares data the organisation could already be in breach of GDPR Click To Tweet

3. Do you have detailed audit trails in place?

The organisation is also vulnerable because it may not have the Data Controller rights, as per the GDPR, necessary to get detailed audit trails to report on breaches or provide Subject Access Requests, as required by the regulation.

4. Can you handle a data breach?

Furthermore, as data generation increases, as more external partners get involved, as the amount of data the organisation has to collect and prepare increases, and as the organisation comes under more scrutiny, the propensity for data breaches, hacks, malware attacks, ransomware and even loss or misplacement of data increases.

Recommended Reading The Costs of a Data Breach May Shock You

5. Do you have your SAR processes in place?

It may also see increased workload as customers AND staff file Subject Access Requests as they become more aware of their data rights as a result of the publicity around GDPR and misuse of data by large utilities.

6. Are you using manual processes to manage data?

The way the organisation manages its data could make it vulnerable. The organisation cannot control its data with manual processes or by using public – usually US based – utilities that basically sell commodity services. They do not give the organisation the levels of granular oversight required when managing mission critical data it is responsible and accountable for.

Recommended Reading 11 Mistakes Employees Can Make When Sharing Personal Data

Dedicated private infrastructure is the solution

Look for these things in your dedicated private solution:

  • Your files are stored on a dedicated private cloud server and the location is in Europe.
  • Look for a ‘packaged’ solution so you don’t have to dedicate technical resources to an onerous implementation.
  • Your solution should be comprehensive and easy to use.
  • It should be able to be up and running in a very short time.

Your solution should

  1. Make the organisation compliant immediately.
  2. Mitigate vulnerability to breaches, fines, adverse PR.
  3. Bring a best of breed data management competency into the organisation.
  4. Not drain IT or governance resources.
  5. Empirically prove to all stakeholders that organisation respects data and its ‘chain of custody’.
  6. Give the organisation local control and local storage over mission critical data.

Under the new GDPR regime, ad hoc manual data management as well as public multi tenanted store and share platforms are just not fit for purpose.

About Rinodrive

The Rinodrive platform is specialist, exclusive and compliant. It gives the organisation a dedicated service where it controls its own data with full admin, audit, encryption and IT rights. It will make the organisation’s mission more efficient and help enhance its brand. It is delivered as a service so there is no complicated or expensive set up costs. It also has the potential to be rolled out across other synergistic stakeholders as a cohesive file sync, store and secure share platform. And its infrastructure makes it future proof and synergistic with planned ICT projects.

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Has your organisation been considering going to a dedicated and secure data solution? Did you find this article useful? Tell us your thoughts in the comments below. 

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