How Document Lifecycle Management supports you in the implementation of the EU-GDPR

The essentials in brief

A document lifecycle consists of several phases, starting from creation and ending with the deletion of the file.
You can store specific documents without a time limit, while others require mandatory deletion after a defined period.
Using a DMS helps you manage the general process and guarantees regulatory compliance by deleting certain types of documents automatically.

What does Document Lifecycle Management (DLM) mean?

The idea of "document lifecycle" or "lifecycle management" was developed in the very early 1930s in the United States. A record goes through several stages from creation to archiving or deletion. But here's the thing: business requirements for effective information management change at each stage. So, a document management system must support every single phase.

It begins with the creation of a document and its entry into the DMS or ECM system. After processing, the system archives the file. Users can then search and retrieve the document for further use. Modern solutions store these records in a central database, letting you pull them up in seconds.

Electronic storage is the longest phase in the document lifecycle, but it still has limits. Statutory retention requirements dictate the minimum lifespan of your files. And yet, many documents containing personal data carry a strict time limit for deletion. A DLM handles this automatically to keep you compliant with the law.

The EU data protection regulation came into force in May 2018. Every company must implement these rules to protect personal data. So, bitfarm-Archiv document management helps you meet these strict requirements seamlessly in your daily operations.

What are the stages in documentation lifecycle management?

The exact stages in document lifecycle management vary in practice. Here are the most common steps:

Creation: Developing new documents or capturing information in an organized manner.
Revision: Updating existing documents keeps them accurate and relevant.
Approval: Reviewing the document ensures it meets quality standards.
Distribution: Sharing and editing the document with relevant users.
Storage and retrieval: Keeping the document organized and easily accessible.
Archiving: Saving documents for future reference or regulatory purposes.
Deletion: Destroying documents that you no longer need or legally must delete.

What are the stages in documentation lifecycle management?

Limited information use

bitfarm-Archiv DMS provides a strict authorization concept for documents and metadata. Only people who actually need the information for their work get access. The system controls these permissions centrally. You can document them anytime using a simple report. This perfectly meets the "Privacy by design" and "Privacy by default" requirements of the EU-GDPR.

Documentation

Every record in the system features a complete history function. You can track exactly who used the information, when, and how. This lets you fulfill GDPR information requests instantly. Just remember to assign a unique user account to each person and avoid shared collective accounts entirely.

Protection of personal data

Data theft is a massive financial risk for any business. If you lose documents containing personal data, you face a strict obligation to actively inform all affected subjects. But here is the good news: bitfarm-Archiv DMS secures your storage with server-side encryption. If attackers access this encrypted data, the GDPR does not consider it stolen, and your active reporting obligation disappears.

Compliance with deletion deadlines

Deletion deadlines existed long before the GDPR. bitfarm-Archiv DMS automatically derives these deadlines from your document classes and assigns a specific deletion date. Alternatively, the current editing status defines the exact deletion date. The system applies automated rules for any file containing personal data. A built-in report function tracks all these deletion rules, making it incredibly easy to maintain your process directory. You get clearly defined deletion periods for every document, perfectly satisfying core GDPR requirements.

Automatically on the safe side

A document management system handles secure storage, but it also ensures timely deletion.

Assigning the right deletion date is rarely simple. Various scenarios and legal regulations influence these deadlines constantly.

Sometimes, a basic operational interest justifies storing a document much longer than usual.

Take a standard application process. Legislation requires you to delete documents from rejected applicants within three months.

You can manually extend this period if you want to contact the applicant later. That step requires their explicit consent.

The Enterprise version of bitfarm-Archiv offers comprehensive Document Lifecycle Management to meet these legal deadlines. You can link deletion periods directly to the document class or to your specific business workflows. This lets you configure exact rules for any scenario.

Administrators can intervene manually in the automated process whenever necessary. A reporting tool documents all settings to help you create your legally required directory of processing activities.

Document lifecycle management: Best practices

We can summarize this information into best practices used by successful companies. These approaches vary by organization, and you might discover additional steps that fit your specific needs.

Define ownership and responsibility

Clearly define who creates, maintains, and retires documents. This establishes a clear chain of custody and keeps everyone aware of their responsibilities. Individual departments often act as document owners, while a central records team handles maintenance and deletion.
Establish clear policies and procedures

Clear policies drive consistency. You need defined processes for document creation, revision, approval, storage, and retrieval. Set specific guidelines for naming files, building approval workflows, and scheduling retention periods.
Use appropriate technologies

Technology optimizes the entire lifecycle process. Document management software automates daily tasks, ensures security, and provides a centralized repository. Built-in features like version control and audit trails improve efficiency and eliminate manual errors.

Ensure proper version control

Saving multiple versions keeps your latest draft accessible while preserving a complete history of changes. Proper version control prevents confusion over which file is current. A DMS handles this by automatically tracking and archiving older drafts.

Regularly review and update documents

Documents change constantly. Review and update them regularly to keep the information accurate. These checks identify missing data and guarantee your files match current regulatory requirements.

Provide training and support

Managing document lifecycles gets complicated, so your staff needs proper training. Provide guidance on your specific tools and share best practices. Ongoing support ensures your team uses these processes effectively.

Adhere to regulatory requirements

Strict data protection and privacy laws impact almost every organization. Your document management processes must comply with these regulations to handle sensitive information securely. Secure storage, encryption, and strict access controls ensure only authorized individuals view confidential data.

Monitor and evaluate performance

Evaluate the performance of your document management processes regularly. Track metrics like document creation volume, approval times, and error rates to identify areas for improvement.

Document lifecycle management best practices

An example within a DMS

Setting up the deletion date

A document management system regulates retention periods and automatically deletes files when they expire.

You just need to define the document lifecycle first. You can keep some records indefinitely, but others require strict deletion dates. Legal rules and operational needs dictate these timelines.

Teams usually define these requirements with a data protection officer, and an administrator configures them in the system.

In standard cases, the document type governs the deletion period. Invoices legally stay for 10 years. Building plans stick around for 30 years. And you should never delete company formation documents.

Administrators configure these rules for each archive and document class. The DMS then assigns a deletion date the exact moment a new document gets archived.

Users can check the "Standard" tab in the Viewer to see this deadline. Authorized staff can always intervene manually. Clearing the date stops the automatic deletion entirely, and you can easily restore the original deadline through the "Tools" menu.

Preconfigured bookmarks show administrators exactly which documents are scheduled for deletion or have exceeded their normal retention period.

Combining Workflows with the DLM

Often, retention periods depend entirely on operational processes rather than blanket rules.

Look at human resources. The DMS collects applications for an open position. Once the team evaluates everyone and hires a new employee, that person's application stays on file indefinitely. The system must delete the rejected applications within a strict timeframe.

So, coupling your DLM with active workflows solves this problem. bitfarm-Archiv uses status buttons to track where a document sits in the process.

Administrators can attach specific deletion rules directly to these status buttons using the "DLM active elements" feature.