New Legislation and Regulations!

As if GDPR was not boring enough… now, they are Making Tax Digital, but we must keep up. See how document management solutions can help!

GDPR

GDPR compliance requires, and will continue to demand, ongoing attention, which brings its own set of challenges; the biggest of which is ensuring adequate resources are available within organisations to fulfil the requirements set out within the GDPR. Internal resources often lacking include having sufficient personnel and finances to meet the additional demands placed on businesses irrespective of the size of the organisation. (you can’t expect poor Sue in reception to do everything!)

The change in the regulatory landscape has, however shown the importance of getting privacy right and highlighted within the public forum many organisations shortcomings.

How can CH Digital help businesses achieve and maintain GDPR compliance?

The document scanning and management services that CH Digital offer along with our Live-Docs solution can help you achieve and maintain GDPR compliance, particularly where there is legacy data such as large volumes of archive documents or customer files.

Our Live-Docs solution is designed to comply with all of the requirements of the GDPR, including: -

  • Right to Rectification - Live-Docs allows for the completion and amendment of personal data, where such data is incorrectly stated
  • Right to erasure - Known as ‘the right to be forgotten’ Live-Docs enables the permanent deletion of personal data
  • Right to data portability - Live-Docs allows the data to be transferred in a structured, commonly used and machine-readable format.
  • Subject Access Requests (SAR) - With legacy data converted into digital formats, SAR can be satisfied well within the 30 day timescale imposed by GDPR, this will be particularly helpful, given that the £10 charge (which the previous 1998 DPA allowed to help fund SAR) has now been removed!

Making Tax Digital

Essentially, Making Tax Digital is a key part of the government’s plans to make it easier for individuals and businesses to get their tax right and keep on top of their affairs.

HMRC’s ambition (yes people, they have an ambition!) is to become one of the most digitally advanced tax administrations in the world. Making Tax Digital is making fundamental changes to the way the tax system works – transforming tax administration so that it is:

  • more effective
  • more efficient
  • easier for taxpayers to get their tax right (wouldn’t that be great!)

VAT

Although there are some exceptions, the majority of VAT registered businesses have to submit VAT returns electronically, i.e. via an approved accounting software product, or via an authorised spreadsheet API when their VAT account period commences after 1st April 2019.

This is a significant change for a lot of businesses. According to HMRC, as of December 2018, only 12% of the 2.66 million VAT registered businesses used accounting software to submit returns.

Simple maths tells us that over 2.3 million businesses will be using or acquiring software of sorts to ensure they can submit VAT returns!

What CH Digital and Live-Docs can do to create digital structure.

Clearly the move towards MTD, will lead to organisations selecting which systems to use when storing digital data, also will such systems be compliant with GDPR?

Live-Docs is such a system, it is a secure GDPR compliant archive repository where digital archives are held purely for your use only, accessible only by username and password. What is possibly not fully understood in the digital archive arena, are the following clauses (which we seem to accept) used when signing up for (mainly) popular US systems:-

Can these large corporates really help secure data or is this just fake news?

Please drop by our stand C63, we can all have a good moan and chat and maybe discuss how CH Digital and Live-Docs can help create digital structure!

Date:

Posted on 22.07.19