It may seem easy to be confident about the data records you keep, but are you really keeping track of every place that you have your customer’s information?
Your employees may think it’s harmless to ask a question about a customer to a colleague on Slack, but if you’re not careful, that data could get your business in trouble once GDPR goes into effect. Since the regulation protects all personally identifiable data (PII), it’s important to know where all of that data is located.
Sounds complicated, right? It certainly can be, if you don’t plan properly, but the good news is that proper preparation will help your business make a smooth and successful transition. So, the question now is where do you start?
1. Identify all of your systems and how you use them.
Yes, even that old software that no one on your team uses anymore. Does it still store customer data? You also need to be aware of all the tools that your team uses on a daily basis, as these probably hold PII. Make a comprehensive list so that you’ll know what to look for when you start your search for archiving tools.
If you’re not sure where to begin, one method of identifying systems is going by department, finding out what software they use on a daily basis, then discovering which systems they have used for those tasks in the past. Once you’ve got a complete list of software, you’ll be ready to move forward with your GDPR preparation.
2. Decide how you’re going to archive your data.
There are plenty of web archiving tools available, but you’ll need to make sure that the platform you choose can also preserve data from your team messaging tools. At Hanzo, we can archive anything that can be viewed in a web browser, which includes Slack, Sharepoint, Confluence, Jira and other team messaging systems. This way, your customer data is safe, and your business is prepared for the upcoming regulatory changes. Since your customers’ PII could be located on any platform that your employees use, it’s best to make sure your archiving software covers all angles.
3. Continue archiving to stay protected.
Preserving data isn’t just a one-time thing. To stay compliant with GDPR and other regulations, you’ll need to constantly be aware of the data within your systems as you add new customers. By choosing a platform that allows you to consistently archive your data, you’ll be better prepared in the event that you’re asked to delete data or produce records.
To find out more about the risks associated with GDPR, download our trend report today. To see where your company stands, schedule your GDPR asessment with a Hanzo expert today.