Data protection demands enterprise information management
Data protection requires smart management, nscale helps you comply with the GDPR. With solutions that create trust, we secure your data, day after day.
GDPR compliance and ECM: data protection is mandatory for companies
The European Union’s General Data Protection Regulation (GDPR) has presented companies with numerous challenges since its introduction in May 2018. There is a great deal of uncertainty regarding its practical implementation, and the constantly growing mountain of data in many organizations is creating a lack of transparency.
Information is often unstructured and in different silos, which makes compliance with the GDPR even more difficult. The threat of fines of up to 20 million euros or four percent of total turnover makes the situation even more threatening.
No one can avoid the General Data Protection Regulation
The GDPR must be implemented in every company and every public authority. It protects a wide range of personal data, from employees, partners and suppliers to customers and service providers. The GDPR applies from the moment information such as names, email addresses or telephone numbers are collected.
This applies not only to large companies, but to all legal entities that process personal data. All organizations must provide complete proof of their compliance. The documentation obligation in particular poses an additional challenge.
In 2023, around 350 billion emails were sent and received worldwide every day. This figure is expected to rise continuously in the coming years and reach 424.2 billion emails per day in 2028.
nscale helps you comply with the GDPR requirements
In order to comply with the comprehensive regulations on data processing, deletion and retention periods, data protection-friendly default settings and the corresponding technical design, you need one thing above all: clear and structured data storage. Only if you know exactly where in your company which information is received, when and by whom it is processed, where it stays and for how long, can you meet the processing, retention and deletion requirements of the GDPR.
As an enterprise content management system (ECM), nscale offers a central platform for all company data and thus creates the necessary transparency and data availability. Assigning permissions, retention periods and deletion rules relieves you and your staff of routine tasks and ensures that you do not inadvertently violate the GDPR. In addition, central data storage enables you to meet the requirements of data subjects exercising their right of access. With a correctly used ECM, you can retrieve and provide all the necessary information at any time at the touch of a button. Comprehensive search functions also make it easier to find specific documents and versioned document storage ensures that changes remain traceable at all times.
Identify personal information
Export personal information
Delete personal information
SAP and GDPR: Integration for ERP systems
and legally compliant solutions
For SAP users, compliance with GDPR requirements is straightforward and legally compliant thanks to the corresponding interfaces to their ECM system. Decentralized databases become transparent and are easy to manage. This enables companies to efficiently fulfill deletion and modification requirements.
The key to successful data protection compliance
- Optimization of decision preparation with ECM: Structured data storage promotes the quality of decision-making.
- Simple adherence to compliance requirements: nscale significantly simplifies the implementation of GDPR requirements.
- Maximum transparency of company data: Centralized data storage maintains an overview of data flows.
- Effective management of retention periods in ERP: The careful handling of data is supported by clear guidelines.
Traditional data archiving in SAP often reaches its limits when it comes to complying with minimum retention periods and deletion regulations. This is where SAP ILM (Information Lifecycle Management) comes into play. The integration of SAP and ECM enables audit-proof archiving and the management of GDPR-compliant retention and deletion. The certified nscale interfaces guarantee smooth data exchange between the systems. As data and documents are available in the retention warehouse until their retention period expires, legacy systems can also be safely decommissioned, which saves operating costs in the long term.
Efficient GDPR implementation as a competitive advantage through ECM and ERP
In a world where data protection is becoming increasingly important, it is crucial not only to know the requirements of the GDPR, but also to implement them effectively. With nscale as a partner, companies are ideally equipped to meet the challenges and at the same time reap the benefits of structured data processing. By using state-of-the-art technologies and clear processes, data protection becomes an obligation that can not only be fulfilled, but also used as a competitive advantage.
Your benefits at a glance
- Transparency on all information saved at the company
- Documents and data labelled with deletion, blocking and retention periods
- Convenient implementation of deletion concepts
- Definition of visibility rules for individual users or roles
- Creation of permission concepts that aid adherence to purpose limitation or data minimisation
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
