GDPR-compliant software like DocuXplorer helps organizations protect personal data, reduce risk, and automate regulatory adherence without disrupting daily operations.
Organizations managing customer data must have compliance literacy to protect their customers and future operations. But regulations are often complex and include a range of protocols. Manually keeping up is unsustainable and impractical, and it puts organizations at risk of noncompliance, which can lead to fines, reputational damage, and loss of business.
Businesses that can maintain compliance without obstructing daily operations will run efficiently and conserve resources. GDPR compliance software like a document management system (DMS) gives you control over your documentation with centralized, secure storage and audit trails. You’ll standardize your processes, protect institutional knowledge, reduce errors, and proactively manage governance.
With DocuXplorer, you get a secure document repository that’s searchable, trackable, and enforces security and compliance protocols, including GDPR.
The General Data Protection Regulation (GDPR) is a data protection law that took effect in 2018, establishing a unified framework for safeguarding the personal data of EU citizens. It applies to any organization—regardless of location—that collects, processes, or stores data belonging to individuals in the EU.
Under GDPR, both data controllers (who determine how data is processed) and data processors (who handle data on behalf of controllers) must comply with strict data protection standards, even if they operate outside the EU.
GDPR defines personal data broadly, covering any information that can identify an individual, directly or indirectly. This includes not only traditional identifiers like names, addresses, and financial details but also behavioral data, online identifiers, and multimedia content like images, video, and audio.
Any organization offering goods or services to individuals in the EU—whether or not it is physically based there—must comply with GDPR. This is particularly important for online businesses, as they may unknowingly interact with EU residents.
In addition, organizations with 250 or more employees or those engaged in high-risk data processing must maintain a detailed record of their data processing activities and be ready to provide it to regulators on request.
Compliance isn’t a function separate from business operations—it’s integral to how a business operates and manages the information that runs through it.
That said, including compliance as part of every process, workflow, and activity will ensure a business operates through a compliance lens.
Automating GDPR compliance through a workflow system offers several advantages:
Customizable document storage and access policies tailored to your industry will proactively empower you to access, store, and process data in accordance with GDPR requirements, without requiring manual interventions that slow down operations or risk exposure to compliance gaps.
In the context of GDPR, regulatory-specific configurations mean setting up your document structure—such as folders, tags, metadata, and access rights—with privacy and compliance protocols in mind. DocuXplorer allows you to embed rules for data access and retention directly into your document setup. By designing your DMS to be compliant from the outset, you can significantly reduce the risk of human error or oversight down the line.
With DocuXplorer, you’ll integrate your company’s privacy and data protection policies right into your document management setup.
Data security is the foundation of any compliance regulation. The GDPR stipulates that data should be “processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage.” Companies must use the appropriate technical or organizational measures to ensure data integrity and confidentiality.
Encryption is the simplest method of securing personal data. DocuXplorer provides 256-bit SSL encryption—one of the most secure methods available—making unauthorized access nearly impossible.
Deleting data when it’s no longer needed is another aspect of GDPR compliance. DocuXplorer enforces automatic archiving and retention schedules per your company’s unique rules.
Physical/digital security measures aren’t the only ones your organization must be mindful of. Even if your technical security is strong, GDPR points to operational security as a potential weak link. Your company’s internal security policy should include guidance about email security, passwords, two-factor authentication, device encryption, and VPNs. DocuXplorer can securely house your internal policy documents, enabling you to track document changes, automate approvals, and set reminders when policies need to be reviewed and updated. This will help you stay on top of data security and proactively keep your team members informed.
Access control is one of the most critical components of GDPR compliance. Many data breaches and compliance failures happen not because systems are insecure, but because access isn’t properly managed.
DocuXplorer enables granular, role-based access controls, allowing administrators to define exactly who can view, edit, move, delete, clone, or even see specific files. You can assign these permissions at multiple levels—from entire cabinets down to individual document fields—so that users only access what’s relevant to their roles.
Other built-in safeguards include:
These capabilities reduce internal threats, limit exposure of sensitive data, and support GDPR’s principle of “data minimization”—that data is only accessed by those who need it.
More resources: Check out the GDPR Checklist for more on how to ensure your organization’s compliance.
DocuXplorer helps you integrate GDPR compliance into the foundation of your everyday operations. With customizable security controls, automatic retention scheduling, and complete auditability, your organization can stay compliant while enhancing operational speed and efficiency.
Designed to support global and industry-specific regulations, DocuXplorer complies with U.S. government standards for document security and retention, while also providing flexibility and automation. By leveraging a DMS like DocuXplorer, you'll your risk exposure, protect customer data, and preserve compliance without burdening your teams.
