First Steps: Gaining insight through dialogue
The process started with visits to all departments to gather information. A simple form was used, asking departments to document:
- What data they handled.
- How the data was used.
- Where the data was stored.
This process took approximately a year and provided a fundamental overview of the organisation’s data handling practices. The result was a collection of large Excel sheets, Word documents, and calendar reminders for follow-ups and audits.
Challenges with manual processes
While the initial overview was in place, it became evident that reliance on manual solutions created vulnerabilities. All documentation was held by one individual, which made the organisation susceptible to risks:
“If I were hit by a bus, there was a significant risk that the information in my self-developed, static documents wouldn’t be understood correctly or would be entirely missed.”
The Need for a System-Based Solution
To reduce dependence on individual efforts and ensure better accessibility, LOGSTOR began exploring systems to support GDPR compliance. It was crucial to find a solution that was:
- Easy for the entire organisation to use.
- Clear and straightforward, without unnecessary complexity.
The choice fell on Wired Relations, described as a simple and intuitive system:
“It’s a simple system – and I mean that in a positive way. It’s easy for people to get started with.”
Implementing Wired Relations
With Wired Relations, LOGSTOR was able to:
- Replace manual Excel sheets with a more accessible platform.
- Automate several processes to save time and ensure consistency.
- Distribute GDPR responsibilities across the organisation.
This made it easier for departments to incorporate GDPR compliance into their everyday work.
A cultural shift in the organisation
The implementation of GDPR processes had a positive impact on LOGSTOR. Employees became more aware of how they handle personal data. And it prompted a general clean-up across the organisation:
“At the start, it contributed to a really thorough clean-up. We ordered a huge container, and people threw all sorts of things out. It was filled in no time.”
The Outcome: A structured GDPR setup
LOGSTOR now has a system that enables reporting, documentation, and ensures compliance across the company’s 16 legal entities in 12 countries. The Group Structure feature in Wired Relations has been crucial in maintaining oversight and managing data flows between legal entities:
“We need to keep our inter-company agreements in order. For example, I handle a lot of data for Italy and Poland.”
Advice for Others: Start Small and Seek Support
The GDPR journey has provided valuable lessons that may benefit others:
“Starting somewhere and just getting on with it was the best decision. Joining networks to gain inspiration and advice from other companies can be highly beneficial. When you’re working alone, there are things you might not notice. Many practical questions come up: How do you clean up your inbox? Which e-learning platforms have you used?”
Background information
Industry
Energy Sector Solutions
No. of employees
1.200+
Challenge
From inactive documents to automated processes
Location
12 countries
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