European GDPR (General Data Protection Regulations) went into effect in May of 2016. Any organization that gathers personal information or sensitive information is responsible for protecting it. GDPR regulations, like U.S. privacy mandates, require organizations to safeguard protected information at all stages, including while it’s at rest in storage repositories and while in transit.

Here are a few general tips for sending documents under GDPR guidelines:

1. Create and protect the document. Your first step in sending a protected document is to create and save it in a way that it cannot be compromised. PDF files can be encrypted, DRM controls should be applied before sending. Any document can be converted to PDF and then encrypted; applying DRM embeds code to prevent copying. You can also specify access time limits or impose limits on the number of devices that can accept or store the data. DRM technology makes content unavailable to unauthorized users.
2. Make the document available to users. Now that the document has the available protections included, you are free to decide how to allow authorized users access. Some options include making the document available on your website, sending by email or fax, USB, or other formats.
3. Specify authorized users. Protecting documents under GDPR regulations includes limiting access. Your document should be accessible only by those with the predetermined authority to view it.

For your U.S.-based organization, navigating security mandates can be a complicated business. You need protections not only for your network but every piece of equipment connected to it. You also need robust security protocols during printing processes.

The gravity of the situation calls for expert security assistance, which is why many companies leave security to an experienced third-party provider. The benefits include more time to concentrate on your business and peace of mind knowing that someone is keeping security top-of-mind for your organization. For assistance, contact us at CORE Business Technologies today!