IBM Notes data portability and GDPR compliance
Success in achieving GDPR compliance doesn’t depend on a particular technology, but on first adopting best practices and principles such as transparency, data purpose, minimization, accuracy, and confidentiality. In short, the GDPR regulation is a powerful driver for better data governance.
What is the role of IBM Notes (Lotus Notes) and Domino data portability and content transformation in the GDPR compliance process? Here’s a list of several GDPR provisions and the associated best practices:
|GDPR Provisions||Implementation Best Practices|
Right of access by the data subject
Individuals can request copies of personal data
|If an individual makes a request electronically, you should provide the information in a commonly used electronic format. Personal data such as customer records should be detachable and easily portable in a meaningful format, typically PDF. A compound PDF can contain multiple records – e.g., all documents and emails related to a single case.|
Right of data portability
Ability to export data concerning a data subject
|Preferable formats are commonly used and readily meaningful for people (PDF) and machine-readable (XML, CSV) so data reuse is possible.|
Right to be forgotten
Individuals can request erasure of their personal data, based on grounds contained in Art. 17
|GDPR doesn’t offer an exception for personal data contained in backups and archives. So to keep your backup process manageable, separate it from Lotus Notes database archiving. Do not use proprietary formats for long-term data archiving.|
Only necessary personal data is collected and held, and only as long as is relevant to the business purposes
|Reassess data retention policies and classify both active and inactive data. Set data retention rules for records containing personal data. Archive inactive data to standard repositories.|
IBM Notes and Domino are a reliable platform for implementing data governance best practices. However, organizations that are migrating off Notes and Domino, and that have accumulated Notes data over years, need to be mindful of their inactive Notes data, especially in their backups and archives.
Generally, it is a good practice to extract all inactive data into a platform-independent repository.
While IBM Notes and Domino provide a certain level of data portability (export to DXL, CSV, EML), companies commonly want to be able to extract Notes content and data as PDF + XML files.
With SWING PDF Converter, you can preserve Notes documents as records, with the entire context (high-fidelity rendering, attachments, links, and document hierarchies).
For more information about IBM Notes/Domino data portability and content transformation, please contact us today.