In confidential discussions by municipalities, for example, the GDPR in EU determine how confidential information should be handled.
Privacy is the basic right for everyone and no one is allowed to gather personal data without reasonable grounds. Data Protection Authorities, such as Data Protection Ombudsman, guides and controls the processing of personal data and provides related consultation. Especially in communication related to authorities it’s important to make sure that data processing is carried out in a proper way.
In municipalities confidential data is handled especially in basic social security units. In addition to basic social security, there’s confidential communication between educational establishments, authorities, state agencies and residents. Municipalities may also cooperate with armed forces, for example, therefore the communication may even contain EU Confidential and EU Restricted materials.
Sensitive information is handled, for example, in the following social security units:
To have e-mail conversation that includes personal data or other confidential information, municipality needs a solution to secure their e-mails. There may be communication directly with the residents or with various authorities. Our e-mail encryption solution enables also confidential communication initiated by residents. Deltagon’s e-mail encryption solution enables multiple security levels and even sending security classified material (ST III and ST IV in Finland).
With different electronic forms a municipality can gather data from residents as well as partners in a structured form. Simply converting forms into electronic format to publish them in municipality’s website doesn’t reduce the work load related to printing, mailing, scanning and manually entering the data to system. To make the service better, it’s beneficial to take an information secure solution in use, which can gather the data safely and in digital form. A person can also be identified when necessary – even with strong electronic authentication (for example Suomi.fi, BankID, NemID)
Municipal committees, for example, prepare and handle various confidential documents and other materials. That data is categorized confidential before its public. In secure workspace members of a committee or other groups can quickly share files and communicate easily about them. User management is easy and security levels can be defined for rooms depending on sensitivity of the data.
Companies constantly face situations where files with company’s critical, confidential, information must also be shared outside the company: to board members, consultants or, for example, to network of subcontractors. Internal tools may be functional, but they rarely bend to be used between different organizations.
Especially the public sector uses a lot of so-called electronic forms which in reality are only files on a website that customer has to fill, print and sign by hand and then return by post. In practice, this is not electronic service and hardly supports online customer service.
Have you ever thought that the signing process can take days or even weeks in worst cases? Documents are sent between several recipients as the signatures are still handled in a traditional way. Electronic signature solution enables quick and easy way to sign documents regardless of where the parties are.
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