The MyQ Guide to GDPR Compliance
Implementing Your Print System for GDPR
The General Data Protection Regulation (GDPR) will start on 25 May 2018 and this new, enforceable law will have a far-reaching global effect on organizations that control the personal data of their customers and employees.
GDPR will protect how personal data is stored, processed and destroyed after it’s no longer needed. European Union citizens will be able to gain better control over the way their personal data is being used.
GDPR is an upgrade from the outdated data protection directive of 1995 and is a regulation which means, unlike its directive-based predecessor, national governments are not required to pass any permitting legislation. It is decidedly binding and applicable.
To fulfill these new regulations, GDPR will introduce some new terms for data-collecting organizations to get familiarized with, and they include:
· “Data Controller” — the entity that controls the purposes, conditions and means of personal data.
· “Data Subject” — the person whose data is being held.
· “Data Processor” — any organization that processes personal data for the data controller.
Companies who don’t comply with the new regulations will face harsh penalties that include a maximum fine of €20 million or four percent of their annual global turnover, whichever is higher.
For organizations, GDPR marks a shift away from programmatic audience targeting. GDPR gives organizations the opportunity to step up their cyber security by increasing data security and, with that, could possibly decrease data and security breaches.
While data security is increasing, organizations must also acknowledge the rights of the data subjects, specifically in the areas of notifying authorities of a breach, storing, having access to, and the deletion of information.
MyQ GDPR Compliance
MyQ is a universal and smart print solution software with a wide functionality to help make businesses simpler, more unique, and personalized.
The MyQ brand is represented in more than 80 countries and MyQ currently supports more than 3600 devices from 26 vendors. MyQ is a trusted product that ensures all aspects of your print needs are met — from cost control to waste management to saving employees valuable time throughout their day.
The Necessity of a Secured Print System
Directive 95/46/EC was intended to bring together the laws of different member states, but because it was only a directive, there was too much room for interpretation. During this time, the world of IT and data information was changing rapidly, which has brought on this new regulation, and is fully enforced by law.
Organizations that handle the personal data of their customers and employees need to have a strong, reliable secured print system. Having an inferior print system leaves organizations susceptible to data loss from unsecured documents and cyber attacks. There are procedures that organizations can implement to reduce the chance of losing personal data and ensure that their organization meets the compliance regulations of GDPR.
The Path to GDPR Compliance
1. Securing Your Print System from the Beginning
Securing your print system from end to end means that the user’s print process is secure from when they decide to print to when they retrieve the document. Data encryption helps secure the document while it is in the system, and security features such as pull printing make sure documents are only printed by the people who uploaded the print job.
2. Secure Scan and Data Deletion
Data loss isn’t something that only occurs with physical documents. Cyber attacks can be a constant threat to data organizations if they don’t have a well-rounded security system in place. Secure scan is one way for data organizations to prevent these attacks. After a file is scanned, it is stored on the server in a link which is sent by email. The scan is not accessible until the linked is clicked from the email.
Another option to thwart cyber attacks is data deletion. If a print, scan, or copy job is left on a multifunctional device (MFD), administrators have the option of setting a time for when the jobs should automatically be deleted from the employee’s print environment.
3. Secure documents with Pull Print
One aspect of print management that has become common among IT companies is pull printing. Security procedures for pull printing allow documents to only be printed after an employee has entered a PIN code or swiped an ID card at the printer. This means that someone must be there when the print job is printed. Not only does this reduce waste, but it prevents documents from just lying in the paper tray, allowing anyone to have access to them.
This feature is great around the office, but papers can get lost between the office and home. Another idea that can be implemented is to watermark printed pages with information about who printed the document, and where and when it was printed. If employees know this information is on their documents, it can help them to have more self-awareness about keeping track of their paperwork.
4. Right to Access
GDPR regulations will allow data subjects a “right to access,” which means they can acquire confirmation of their personal data if it is being processed, where, and why. The controller must also provide an electronic copy of the data — free of charge. MyQ’s print management feature holds the user’s information and is protected through the previously mentioned security procedures.
5. Right to Be Forgotten
This will allow data subjects to have the data controller erase their personal data, stop further distribution of their data, and even have third parties quit processing their data. For this to occur, the data must no longer be related to the original purpose of processing it. A common example is when an ex-employee no longer wants their previous employer to keep their personal details and printing history.
Conclusion
The EU is taking the issue of personal data security seriously; changing from a directive to a regulation is clear evidence of that. Customer data protection and security has been one of the base philosophies of MyQ since its inception. Data security is a matter that is taken seriously and has been, is, and always will be an important aspect of MyQ. Other organizations may have trouble to comply, but MyQ is committed to help our customers meet the regulations of GDPR and provide solutions.
MyQ makes the award-winning, universal MyQ Solution for secure print management and workflow optimization via printers and other multi-functional devices. Headquartered in Prague, Czech Republic, with additional branches in Austria, France, Germany, Russia, UAE, the UK, and the USA, MyQ works with the most-recognized global vendors in the printing industry. CIO Business World rates MyQ a “Top 100” Czech technology company. For more info, visit: www.myq-solution.com
