The clock is ticking – it seems that 25 May, 2018, is just around the corner and there is a lot more work to be done to meet the strict standards the EU is setting for all companies processing and storing personal information about EU citizens. Although companies have just one standard to meet for all 28 EU member states, that standard is quite high and will require large investments in time and money to meet and to administer.

In this article, we offer advice for how those investments can be optimised by using technology and online compliance software.

Top 5 reasons to use online compliance software for EU GDPR

EU GDPR includes more people, more data and more time to consolidate everything than other popular standards, and that fact alone speaks in favour of a structured way to address its challenges. Having a tool to speed up and optimise such a complex process can make a difference. Key reasons you should consider good compliance software to support your EU GDPR project are:

  1. Accessibility. The IT department alone is not prepared to handle this massive undertaking, so naturally, you would need to include the people from legal, sales, marketing and operations to form cross-functional teams capable of taking on EU GDPR compliance requirements. These people will handle many operational activities, and they need to have steady access to all data and tasks they need to undertake. Anytime, anywhere.
  2. Centralised data flow. Having your team members using a variety of tools, Excel sheets and emails to track tasks, documents and discussions and to piece together all that data will drive them crazy, and more importantly, cost you precious time. So, make sure your software has all information in one place.
  3. Powerful features. Your team will have to map data flows, do a gap analysis and assess current privacy policies and procedures. There will be a lot documents, tasks and communication to handle, so your software should have means to support all of this under a single login. Project, task, document and communication management modules are definite must-haves, so make sure your software has them.
  4. User-friendly interface. “A user interface is like a joke: if you have to explain it, then it’s not good.” Don’t fall for a bad joke. Look for a simple, yet effective solution that offers smooth use and gets the job done. A good interface should be welcoming, familiar and logical. So, make sure the software tool you select meets this requirement.
  5. Vigilant support. This should include not only user tutorials, guides and demo videos to ensure smooth user acceptance, but also EU GDPR documentation, step-by-step guides and educational materials to get you to that deadline effectively. You need concrete advice for what to do next in your EU GDPR project, when to do it, and how. Make sure the vendor you are considering has strong supporting documentation, and above all, live software and EU GDPR expert support teams you can count on 24/7.

If the online compliance software you choose has all of these features, then you already have an excellent starting point.

You might have heard of Conformio

Conformio is an online ISO platform created by the experts at Advisera Expert Solutions Ltd for everyone who needs a supporting tool to successfully implement ISO 9001, ISO 27001, ISO 14001, EU GDPR, ISO 13485, IATF 16949 and AS 9100 projects.

Many companies have found the use of Conformio helpful in managing their ISO implementations, by leveraging the following features:

1) Constant accessibility – as an online tool, Conformio provides easy access to project information for all relevant stakeholders – anytime, anyplace.

2) Centralised hub for teams, data and activities – Conformio is an online compliance management platform acting as a central station for all EU GDPR information, people and activities. Everything related to EU GDPR is under one login, searchable, accessible and secure for all team members to effectively contribute to the overall project progress.

Top 5 reasons why you should implement EU GDPR using online compliance software - Conformio

Figure 1 – Project view with quick access to project tasks, files and discussions on Conformio

3) Packed with powerful modules – with Conformio, you can manage any number of different projects, tasks, documents, and discussions online, making steady progress. These features will support all aspects of the complex EU GDPR project, to enable you to steer it to a successful implementation.

Top 5 reasons why you should implement EU GDPR using online compliance software - Conformio

Figure 2 – Managing documents on Conformio

4) Intuitive interface – Conformio provides a simple, streamlined user experience. It does this by leveraging familiar online software methods and features – we don’t try to re-invent the wheel. Instead, we utilise a standard user interface presentation to give you a smooth and easy working environment, so you can focus on the project itself.

Top 5 reasons why you should implement EU GDPR using online compliance software - Conformio

Figure 3 – Example of the My Discussions interface on Conformio

5) Strong expert and technical support – Conformio has step-by-step project guides for ISO 27001/ISO 9001/ISO 14001 standards packed with instructions for what to do next, when to do it, and how to do it properly. We are finishing a specific step-by-step guide for EU GDPR, which will support your every step with useful advice and direction. We are well-known for our excellent expert support, and we want to keep that reputation clean. Our technical support is vigilant and responsive 24/7, enabling you to keep working on what truly matters – your ISO implementation project.

Top 5 reasons why you should implement EU GDPR using online compliance software - Conformio

Figure 4 – View of the step-by-step implementation guide for ISO 27001 on Conformio

Conformio can help your company to set up document workflows, co-develop policies & procedures, record breaches, ensure timely reaction, perform risk assessments, record non-conformities, organise tasks and people and much more, all in one place. There are no additional investments in hardware or training, and no hidden costs. Our prices are designed to resonate well with the budgets of small and medium enterprises, while our experts lead you to tackle each challenge head on.

Technology gives us a much-needed edge to do more, faster and better. So, why not try it? It’s free.

Click here to open a free account at Conformio ‑ you’ll have free access for 5 users to the unlimited features of the ISO management tool compliant with ISO 9001, ISO 14001, ISO 27001, EU GDPR, ISO 13485, IATF 16949 and AS 9100.