The General Data Protection Regulation (GDPR) has been in effect since May 25, 2018, and serves as the main framework for privacy legislation in Europe. The regulation applies to all organisations that process personal data — from customer information to employee records. The GDPR sets the rules for how data can be collected, stored, and used.
The purpose of the GDPR is to protect the privacy of individuals (known as data subjects) and to require organisations to handle personal data responsibly. This calls for clear processes, well-organised archives, and transparent communication. In this blog, we explain what the GDPR entails, which obligations apply, and how you can implement them in practice.
What is the GDPR?
The General Data Protection Regulation (GDPR) is the European law that establishes rules for processing personal data. Personal data refers to any information that directly or indirectly identifies an individual, such as names, addresses, email addresses, or medical information.
The law provides a single, uniform framework across the European Union and strengthens the privacy rights of citizens, while also clarifying the processing rights of data controllers and processors. This makes it easier to exchange data across borders while ensuring personal data remains protected. Organisations may only collect data based on a lawful basis, with a clear purpose, must not keep it longer than necessary, and are required to implement appropriate security measures.
Key Obligations for Organisations
The GDPR requires organisations to process personal data responsibly. This applies to all organisations that collect, store, or use personal data.
Maintaining a Record of Processing Activities
Keeping a record of processing activities is mandatory:
- For organisations with more than 250 employees, and
- For organisations with more fewer than 250 employees, when
- the processing is not occasional;
- personal data with a high risk is processed;
- or special categories of personal data are processed.
Organisations must be able to accurately demonstrate which personal data they process, for what purpose, where the data is stored, and who has access to it.
Data Breach Notification
In the event of a data breach, organisations are often required to report it to the relevant supervisory authority and, in some cases, to the data subjects affected.
Respecting Data Subject Rights
Data subjects have the right to access, correct, delete, and — in certain cases — transfer their personal data. Requests must be handled within the required timeframes and with due care.
Accountability and Transparency
Organisations must be able to demonstrate compliance with the rules and communicate clearly about how personal data is used and protected.
Impact on Daily Operations
The GDPR affects almost all daily processes within an organisation. Personal data appears in IT systems, documents, files, and communications with employees, customers, and other stakeholders. Organisations must know exactly where personal data is stored. This requires structure and organisation in both digital and paper archives. Without central agreements, it is difficult to handle requests from data subjects or demonstrate compliance with the law.
Retention periods are also important: data may not be kept longer than necessary. Organisations must record how long documents are retained and establish processes to delete or archive them in a timely manner. The accountability requirement means organisations must be able to show which measures have been taken, how personal data is protected, and how requests or data breaches are handled.
How Organisations Can Be GDPR-Compliant
Organisations can comply with the GDPR in practical ways by following several clear steps:
1. Map All Data
Identify which personal data is processed and who has access.
2. Document Processes
Set agreements for collecting and processing data, handling requests, and reporting data breaches.
3. Maintain an Organised Archive
Store documents centrally and limit access to authorised personnel.
4. Conduct Regular Checks
Regularly verify that data is up-to-date and remove outdated or incorrect information to maintain oversight and compliance.
5. Train Employees
Ensure all employees who handle personal data are aware of the GDPR and handle data securely.
6. ISO Certifications
Implement adequate information security measures. ISO 27001 and NEN 7510 are suitable standards for supporting compliance.
By following these steps, your organisation can work in a GDPR-compliant manner, protect the privacy of data subjects, and reduce risks during audits or inspections.
Ready to Become GDPR-Compliant?
The GDPR requires a structured approach, organised archives, and well-designed processes. Archive-IT helps organisations manage their data safely, efficiently, and in compliance with the law. We provide tailored solutions to minimise risks and ensure privacy is protected. Want to know how your organisation can become GDPR-compliant? Contact us for advice and customised support.
No rights can be derived from the content of this blog. The information has been compiled with care and is intended for general informational purposes only. For advice tailored to your specific situation, we recommend consulting legal or specialist experts.