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  • LGPD – Compliance for Document and Information Systems 

    Specialized consulting to adjust your organization’s document and information processes in accordance with data privacy and security laws.

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Overview

LGPD compliance for document management

Ikhon offers a comprehensive solution for public and private institutions that are in the process of compliance.

Our team specializes in mapping the processes of each area, identifying bottlenecks, and, based on a comprehensive diagnosis, creating a methodology aligned with the client’s legal entity and respecting the data privacy of their customers.

We have experience in conducting training, from Data Processing Officers to Data Protection Officers (DPOs), and knowledge dissemination teams to raise awareness among employees about the new security processes.

Count on us to achieve a safe and swift LGPD compliance, supported by software that controls information and ensures consent and data deletion for requesting data subjects.

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BENEFITS

Up-to-Date Governance

Adapting information to the LGPD ensures that processes, workflows, and web platforms are compliant with data privacy.

  • Mapping and Compliance

    We map the entire document flow that contains personal information of customers and employees. With this data, we create a diagnosis and develop an action plan to adjust data processing processes and information flows.

     

  • Data Compliance

    After the diagnosis, we identify which data is processed and for what purpose, where common and sensitive information is stored, and create a data retention routine aligned with the LGPD. We also review all contracts, policies, and standards to align them with the law’s requirements.

  • Personal Data Security

    Our analysis identifies all possible information security vulnerabilities and, based on this data, creates a plan to minimize risks, establishing controls to strengthen document handling and the use of web systems.

  • Internal Training

    We create and adapt training programs for the organization’s teams, presenting the new processes developed for LGPD compliance, how to implement them in daily operations, and the importance of following these workflows.

  • Specialized Software

    Our Próton platform, specialized in document management, has been adapted to meet LGPD requirements. As a result, we have monitoring, access control, and data protection features, along with the ability to address data subject requests.

  • Traceable Information

    Our Próton software ensures that only necessary individuals access personal information while maintaining a record of all accesses and accounts that sought the data. In general analyses, data is anonymized and protected through encryption.

  • Risk Review and Management

    Our compliance service checks all vulnerable points in the processes and potential threats. Based on this analysis, we create solutions and action plans to minimize the risks of LGPD violations.

  • Data Management Autonomy

    We develop processes for data consent and information requests by their owners. We also create workflows for presenting and deleting hosted information.

  • Continuous Support

    Adaptations to comply with the LGPD are just beginning, and this will be an ongoing effort, as regulations are constantly evolving. Count on our support to assist in your company’s data protection journey.

ADVANTAGES

Why Hire Ikhon for LGPD Document Compliance Services

  • Customized Software for LGPD

    Customized Software for LGPD

    Our document management platform ensures access control, information tracking, and data anonymization.

  • Use of International Methodologies

    Use of International Methodologies

    We adapt your processes according to LGPD regulations and act in compliance with Conarq and regulatory agencies’ standards. We also apply classification standards created by international norms, such as ISO 15489 and ISO 30300.

  • Personalized Archival Production

    Personalized Archival Production

    Our team immerses themselves in the client’s environment, understanding both its legal entity and local practices, adapting materials for compliance according to the client’s reality.

  • Technical Reference

    Technical Reference

    With over 20 years in the document management sector, we have an archival team specialized in document compliance for public and private organizations of different sizes.

  • Process Automation

    Process Automation

    After mapping the workflow, we automate all physical routines into a digital platform.

  • Comprehensive Solution

    Comprehensive Solution

    We organize and enhance the entire information management journey, creating processes to classify information, transfer physical document archives to a web platform, and automate tasks to digitally provide services that were previously only available in person.

FAQ

Questions and Answers about LGPD compliance for document management

  • What is LGPD?

    The Brazilian General Data Protection Law (LGPD, in Brazilian portuguese) is legislation that encompasses the rules that public and private institutions must follow to ensure the privacy and data protection of people who interact directly or indirectly with the organization.

    It was published on August 14, 2018, and the law came into effect in August 2020. The law’s sanctions, which allow for fines, only became effective in August 2021.

    Published as Law No. 13,709/2018, it defines:

    • The information that can be categorized as personal data.
    • The rights that data subjects can request from businesses.
    • LGPD principles.
    • Legal bases for processing personal data.
    • The role of the data protection officer.

  • How does it work for public and private companies?

    Organizations need to adapt their internal processes to ensure both data privacy on their servers and give data subjects the freedom to verify, correct, or delete their information from the institution’s repository.

    Each organization also needs to appoint a person to act as the data protection officer. This professional, who can be an employee or an external hire, will be responsible for:

    • Handling data subject requests.
    • Advising the company and its employees on best practices for personal data protection.
    • Performing other tasks related to data management and protection.

  • Why is it important to adapt internal processes according to LGPD?

    In addition to the importance of complying with the law, as non-compliance leads to fines and penalties, adapting internal processes and personal data management brings other indirect benefits:

    • Reputation Enhancement: Commitment to LGPD guidelines enhances brand reputation and builds trust among customers, partners, and suppliers.
    • Competitive Advantage: LGPD compliance will become an imperative requirement for doing business with large companies and institutions, including in the public sector. Those who adapt first will gain an edge in competitions and tenders.
    • International Standards: Personal data protection is a growing concern worldwide. Organizing your operation to ensure correct treatment of stored information helps your organization align with global standards.
    • Data and Employment Awareness: Establishing a culture that limits the use of collected information and simultaneously raises awareness among employees about the importance of protecting people’s data contributes to law compliance and understanding its operational impact.
    • Long-term Governance: Data regulation implementation is just the beginning of an ongoing process. Initial LGPD adjustments prepare organizations to be more adaptable to future changes.

  • What does the “LGPD Compliance” product offers?

    Our LGPD compliance offer comprises a series of processes carried out with the aim of identifying sources of sensitive information and creating measures to control access, anonymize data and ensure that the organization complies with the principles of the law.

    The service is divided into four moments:

    • Analysis and Mapping: we carry out a survey of all internal processes and, based on the diagnosis, we draw up a plan to restructure all tasks in accordance with the law;
    • Processes and Risk Mitigation: during structuring, we identify potential risks to data privacy and outline solutions and containment plans for sensitive moments;
    • Internal training: we created a content trail to raise awareness among employees about the importance of observing legislation and the impacts of possible infractions;
    • Continuous support: LGPD compliance actions will evolve as the law is implemented and new issues arise. We work together with our clients to create measures that support their operations through current and future challenges.

    Our offer also covers the audit service, which checks whether the adjustments made are in compliance with the requirements of the law.

  • Por que contratar a IKHON como parceira para a adequação da LGPD?

    With over 20 years of experience in document management, our team has a strong background in organizing and classifying information for companies of various sectors and sizes.

    This experience has contributed to the development of our web platform, Próton, which is 100% adapted to ensure that data protection and anonymization processes are followed in accordance with the law.

    Finally, our expertise in working with companies, municipalities, government agencies, and regulatory bodies certifies our experience in orchestrating complex operations and delivering excellent results.

Questions?

Our specialized team is ready to answer all your questions about our Document and Information Systems Adaptation to LGPD service, as well as help you understand how it can bring tangible benefits to your organization.

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