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Get ready for the new ePrivacy Regulation

Just as the dust is settling on GDPR implementation, the ePrivacy Regulation is set to make a gracious appearance.

Also known as the EU Cookie Directive, the ePrivacy Regulation is a set of rules that aim to protect the confidentiality of electronic communications and govern cookie requirements in Europe.

In January 2017, the first draft of a new ePrivacy Regulation was published. Back then it had been hoped it would be implemented alongside GDPR. However, due to the enormity of adjustment and preparation needed by EU businesses to comply to the myriad of new regulations, the EU Council unanimously agreed that launching such a complex piece of legislation at the same time as GDPR was just too ambitious and far too challenging.

After months of deadlock amongst EU member states, there now appears to be a renewed drive to push forward and fast. Austria, which has just taken over the six-month rotating Presidency on the EU Council, is trying to broker a compromise deal, but the consensus is that the regulation will make its appearance before 2018 is out - for business operations across the EU it's time to prepare.

Big Data

According to the latest research by The Association for Information and Image Management or AIIM, data subjects are subject to unprecedented incursions to their privacy, with a multitude of channels currently collecting and processing vast amounts of information about them. A perfect example of this is the pervasive cookie banners at the bottom of European websites.

Taken together with data collected through electronic communications, these create a digital fingerprint of behaviours, that may expose personally identifiable information.

For organisations at significant scale, eprivacy and that of GDPR poses complex challenges. An example currently used by AIIM, is the consideration of the right of data subjects to be provided with a machine-readable version of ALL of the information handled by a company, including electronic communications. For relatively small companies, this is likely a process that could be controlled manually if necessary; the volume of requests is likely to small, as is the number of systems in which personal information is expected to be contained.

However, at scale, consider the number of places that data and content about a data subject is likely to be found. Consider how disconnected most of these systems are - the challenges most organisations have with relatively simple case management provide an excellent example of the complications created by disparate and disconnected systems.

Optimising the management of your information

A straightforward approach to help businesses remain compliant with both regulations is to implement a robust and flexible data management system. Such systems need to address requirements such as capturing, managing, sharing, storing and retrieval of data delivering complete control of the company's information assets.

Under GDPR and ePrivacy you need to understand and classify personal data held, as well as ensuring you maintain its availability, integrity, confidentiality and its retention schedule. A solution that can be embedded directly into an EDM, CRM or ERP system is a particular advantage in helping to govern that ever-increasing data footprint of data subjects.

One such offering is Restore Digital's eView cloud-based electronic data management system that offers intelligent business process management with full audit, tracking and reporting functionalities, and delivers a regulation compliant one-touch, one-portal solution.

Eview is a web application that uses standard Windows applications to deliver search results and images documents and data over the web. One of the most notable key advantages is that of indexing data for all documents and files, making it perfect repository for future search on any data subject.

In conclusion, many organisations will be hoping the final ePrivacy policy text is agreed as soon as possible, so they can ensure they have time to comply. In the meantime, Restore Digital are working with hundreds of companies to incorporate secure and compliant data management into their plans.

As organisations dispose of multiple devices to capture information, including office equipment such as MFPs (Multi-Function Printer) or MFDs (Multi-Function Device) there is a move towards ever-smarter technology with the added benefit of an integrated scanning solution.

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