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The Impact of Cybersecurity Regulations on Document Management (NIS2, GDPR, and More)

Written by Ana Canteli on January 30, 2025

The growing digitalization in the business environment has led to the implementation of cybersecurity regulations in companies, such as the NIS2 Directive and the General Data Protection Regulation (GDPR), which aim to ensure a high level of security throughout the European Union. These regulations have a significant impact on document management, requiring organizations to adopt specific measures to protect information security.

NIS2 Directive: A New Regulatory Framework in Cybersecurity

The NIS2 Directive, which updates the previous NIS Directive, expands its scope and establishes stricter requirements regarding cybersecurity measures. It affects essential and important entities in critical sectors such as energy, transport, banking, healthcare, and critical infrastructure. Affected companies, including many medium-sized enterprises, must implement access controls, data encryption, and multi-factor authentication, in addition to ensuring proper incident management.

GDPR: Protection of Personal Data

The GDPR focuses on the security of personal data within the EU. It requires organizations to collect, store, and process information securely, ensuring explicit user consent and establishing procedures for incident notification within 72 hours. Failure to comply with these regulations can result in fines of up to millions of euros, severely impacting the company's revenue.

Impact on Document Management

Document management is directly affected by these regulations, as it involves handling large volumes of sensitive information. To comply with NIS2, organizations must implement:

• Access controls based on the principle of least privilege, ensuring that only authorized personnel can access critical documentation.
• Data encryption both at rest and in transit to protect information against cyber threats.
• Clear security policies defining how information should be handled.
• Regular penetration testing to assess potential vulnerabilities.
• Secure information exchange with suppliers and customers.

How Can OpenKM Help with Compliance?

Addressing the challenges of NIS2 and GDPR regulations requires a robust and flexible solution. OpenKM, as a document management system, offers a set of functionalities that enable organizations to comply with NIS2 and other regulations effectively. Among its key features are:

• Supply Chain Security: OpenKM ensures network security through advanced technical measures such as encryption, multi-factor authentication, and privilege-based access controls, securing document protection throughout the digital infrastructure.
• Incident Management: Enables a rapid response to any security incident, thanks to automated workflows and configurable response teams.
• Regulatory Compliance: OpenKM facilitates document audits with advanced control and tracking tools, ensuring compliance with NIS2 and other regulations.
• Electronic Signature: Guarantees secure transactions and regulatory compliance through reliable authentication processes.

Additionally, OpenKM not only provides technology but also offers specialized training through OpenKM Academy, where administrators, consultants, developers, and end users are trained in the proper use of the system to ensure its correct implementation and optimization. The training covers key areas such as cybersecurity policy implementation, risk analysis, and business continuity management, providing companies with greater autonomy in document management.

Furthermore, OpenKM offers consulting services to tailor the solution to each organization's specific needs, ensuring compliance with current regulatory frameworks effectively and without friction.

Key Measures for Compliance with OpenKM

To ensure compliance with the EU directive and GDPR, companies can adopt the following best practices with the help of OpenKM:

1. Implementing security measures such as granular access control and user segmentation based on roles.
2. Ensuring a common level of cybersecurity by applying a Zero Trust security approach, continuously verifying user identities.
3. Automating processes to comply with regulatory implementation deadlines, minimizing human errors.
4. Efficient crisis management with predefined plans within the system to ensure business continuity in case of a cybersecurity incident.
5. Comprehensive regulatory compliance, integrating documentary processes with security policies based on national and international legislation.

Conclusion

Compliance with NIS2 and GDPR in document management is a challenge that all affected companies must proactively address. Adopting a solution like OpenKM not only ensures regulatory compliance effectively but also optimizes document management, guaranteeing a secure and efficient digital work environment.

Leveraging OpenKM's advanced functionalities along with its training and consulting program ensures a comprehensive approach to protecting information security, minimizing cybersecurity risks, and meeting the deadlines imposed by the European Commission.

For more information on how OpenKM can help your organization comply with these regulations, visit openkm.com.