Are Your Documents Secure?

Have you been collecting forms and documents from your clients and customers as a requirement for onboarding, application, claims, permits, licenses, etc.? How do you ensure that all of your data are protected and in compliance with the Data Privacy Act? Not only is there a chance that you may be leaving your documents susceptible to threats, but you may unknowingly be violating the rules as well. Don’t make the same mistake that multiple companies had.

Document security may seem like a simple matter but a security breach, especially of confidential information has consequences that are far greater than you think. You can face severe reputation damage, reducing your client’s confidence in your ability to run a business, and you may even face liability to lawsuits and even criminal penalties. To avoid such troubles from happening to you and your company, here are four important things that you should take note with regards to Document Security:


1. The moment a document has been submitted, it is now your responsibility to secure it

The central tenant of the regulation by the General Data Protection Regulation (GDRP) is the idea that responsibility for data security lies with organizations that hold that data. This includes application forms, attachments, contact lists, IDs, proof of billing, and email; anything that “allows the identification of a natural person.” Moreover, according to the Data Privacy Act, such responsibility entails that you must only use your clients’ and customers’ data with the purpose that you declared which they are well-informed of. It goes then that consent is a requirement with the use of their data.


2. You cannot keep data more than necessary

According to the Data Privacy Act, retention of personal data such as names, addresses, birthdates, phone numbers, etc. that your company or organization collects from your costumers or clients shall not be retained longer than necessary. When no longer in need, data should be disposed or discarded in a secure manner to prevent security breaches such as further processing, unauthorized access, or disclosure to any other party or the public, or prejudice the interests of your clients or costumers.


3. Securing documents when passed from one reviewer to another is more complicated than you think

If your company/organization’s workflow includes multiple reviewers, making sure that your documents are still secured can be taxing. Cases like these do not exclude you from the responsibility of your costumer’s/client’s/employee’s data. In fact, it only magnifies your obligation. Protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, is now in your hands.


4. Failing to comply with Regulatory Compliance regulations has its consequences

Companies that do not follow mandatory regulatory compliance practices face numerous possible repercussions, such as being forced to participate in remediation programs that include on-site compliance audits and inspections by the appropriate regulatory agency. Noncompliant organizations usually face monetary fines and penalties. Brand reputation can also be damaged by companies that experience repeated — or particularly severe — compliance breaches.


Undoubtedly, keeping your documents private and secure is of utmost importance. If it appears complex, that’s because it is. Fortunately, there are technologies that could help consolidate compliance requirements and retention policy regulations. These technologies will allow you to incorporate a review of an otherwise overwhelming amount of protocols—which we might add, updates every year—across your company or organization. With regulatory requirements built into them, automated application of rules when relevant and necessary will be enabled. From the start of a document’s life cycle, such technologies can automatically apply the regulatory policies which would improve compliance, reducing regulatory and staff costs; making the quest for compliant approaches cheaper, quicker and more efficient.

If you want to learn more about this technology and how it could help you and your company, then contact us at

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