AIIM Webinar: presented by Mike Davis, msmd advisors; and John Culkin, Crown Records Management

1. In associationwith: Presented by:
Wake Up to the Challenges of the EU
General Data Protection Regulation –
Govern Your Information and Data Now
Presented24th September,2015

2. In associationwith: Presented by:
About AIIM
AIIM is the Global Community of
Information Professionals
AIIM believes that the information systems
we use at work should be
simple, secure, and available
anywhere, anytime, and on any device.
Our mission is to improve organizational
performance by empowering a community
of leaders committed to information-driven
innovation.
Learn more at www.aiim.org

3. In associationwith: Presented by:
AIIM Presents:
Wake Up to the Challenges of the EU General Data Protection
Regulation – Govern Your Information and Data Now
Host: Theresa Resek
Director
AIIM
Mike Davis
PrincipalAnalyst
msmd advisors
John Culkin
Directorof InformationManagementServices
Crown RecordsManagement

4. In associationwith: Presented by:
Introducing our Featured Speaker
Mike Davis
Principal Analyst
msmd advisors

5. Data Protection
It’s Personal
©msmd advisors 2015 © of all images acknowledged 5

6. Setting the (EU) scene
• Why do we need data protection legislation?
• What do we have now? (did you know we had
some?)
• Why do we need a new regulation?
• What will GDPR deliver?
• What will the new regulation mean for
business?
©msmd advisors 2015 6

7. Why do we need data protection
legislation?
• Personal data is personal
• It should be given and used with consent of
the person (data subject)
• Data should remain the ‘property’ of the data
subject
• Data custodians have a duty to look after
personal data, as any other property they
are trusted with
©msmd advisors 2015 7

8. Why do we need data protection
legislation?
©msmd advisors 2015 8
Lots of people thought that their data was truly private

9. Why do we need data protection
legislation?
©msmd advisors 2015 9
This lady didn’t realise that her personal details
were being sold on

10. Why do we need data protection
legislation?
©msmd advisors 2015 10
Bank customers believed their personal data, and identities
were protected from theft

11. What do we have now?
• E.g., In the UK the Data Protection Act 1998
(replaced the 1982 Act)
• Country laws based upon two Directives
agreed at EU Commission level
©msmd advisors 2015 11

12. Why do we need a NEW regulation?
Current legislation derived from EU directives
• 28 states = 28 laws
• Written + rewritten as EU expanded
• Do not cover cloud
• Do not cover social media
• Did not envisage current scale of
‘out of country’ processing
©msmd advisors 2015 12

13. What will the GDPR deliver?
• Single set of rules for all states
• One data protection authority (DPA)
for each organisation
• ‘Privacy by design’
• Rapid notification of breach(es)
• Significant fines for breach
• Right to be forgotten
©msmd advisors 2015 13

14. ‘Privacy by design’
• People will have to ‘opt-in’ to data sharing
• No more tiny tick boxes
• Consent must be explicit and recorded
• Encryption is the norm, not the ‘nice to have’
• Only that data which is really necessary to
provide the service is captured, processed and
stored
©msmd advisors 2015 14

15. Rapid notification
©msmd advisors 2015 15
72 hours is the likely maximum to notify regulators,
and data subjects of a data breach

16. The right to be forgotten
©msmd advisors 2015 16
This man wanted his embarrassing past to be removed
from search results

17. Not just EU companies
©msmd advisors 2015 17
It is country of the data subject that counts,
NOT where their data is processed

18. What will the new regulation
mean for business?
©msmd advisors 2015 18

19. What will the new regulation
mean for business?
©msmd advisors 2015
If you comply:
• Lower administrative overheads
• More accurate information upon which to
base business decisions
• Less scrutiny from regulators
• Greater trust from other businesses
• Greater trust from customers
19

20. Thank you
miked@msmd-advisors.com
www.msmd-advisors.com
responsive,credible , flexible
If you would like more
detail, or direction,
please contact us
©msmd advisors 2015 20

21. In associationwith: Presented by:
Introducing our Sponsor Speaker
John Culkin
Director of Information
Management Services
Crown Records Management

22. WHY COMPANIES
MUST WAKE UP TO
THE CHALLENGES OF
THE EU GENERAL
DATA PROTECTION
REGULATION
By John Culkin
Director of Information Management Services
Crown Records Management

23. THE ADVANTAGES
OF PREPARING EARLY

24. 1. The job is far bigger
than you think it is

25. 2. Good data governance and
treating data as an asset
can raise profits

26. 3. There is a threat of reputational
damage if you are one of the
first to be investigated

27. 4. Complying with the Regulation will
cost money: most companies will
need time to budget

28. 5. Customers and stakeholders will
be more comfortable if you are
seen to be looking after your data
– it’s good PR

29. 6. Finding a Data Protection Officer
early can save you money

30. HERE IS A BASIC
GUIDE ON HOW
TO START THE
PROCESS

31. 1. Begin with a data audit

32. 2. Decide what data to keep

33. 3. Securely destroy unnecessary data
10100010110101001011010100110101101000101101
01101000110101011011010110101001101010101000
10100010110101001011010100110101101000101101
00101000110101011011011010100110101010001010
10100010110110110101001101010100010110100101
00101000110101011011010100110101101000100001

34. 4. Set a budget for a Data Protection
Officer and oversee the appointment

35. 5. Begin staff training and review your
information governance framework

36. 6. Put a clear and effective reporting
process in place for data breaches

37. ARE THERE ANY
QUESTIONS

38. REFERENCES
• Crown Record Management
www.crownrms.com
• Records Management Perspectives
www.crownrms.com/intl/en-gb/article/why-companies-must-
wake-up-to-the-challenges-of-the-eu-general-data-
protection-regulation
• To find our more information please contact:
Jculkin@Crownww.com

39. THANK YOU

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Manage records, ensure compliance,
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