GDPR compliance

Document capture

Zetadocs multi-user document queues store scanned documents temporarily on Windows network folders until they are processed, linked to related Microsoft Dynamics 365 Business Central or NAV records, and permanently stored in the electronic archive for retrieval at a later data.

Zetadocs administrators must ensure that these network folders are only accessible by the Windows accounts of the staff responsible for processing these documents. Each Zetadocs Document Queue settings page in Business Central or NAV specifies the network path and has the option to delete the scanned document after it has been successfully archived which is recommended.

Document storage

Zetadocs provides two options for archiving documents:

• Zetadocs SharePoint Extensions using SharePoint Document Libraries
• Zetadocs Archive Service using network folders on Windows file servers

Zetadocs archives documents in a configurable three-tier folder name structure defined on the Zetadocs General Settings page in Business Central or NAV, or in code for custom folder needs. See the File planning advice articles in the references section of this page for more information on setting an appropriate folder structure.

Document retrieval

Only staff with a legitimate business interest should be able to access documents in the Zetadocs electronic archive.

Zetadocs uses Windows network security and SharePoint library permissions to protect access to archived documents. See the Manage access articles the references section of this page for more information on setting the appropriate permissions on archive folders.

SharePoint Online (Office 365) customers also have the additional security verification option for their cloud based electronic archive. See the references section of this page for more information on setting up multi-factor authentication (MFA) with Zetadocs.

Document approval

Zetadocs Approvals serves up documents from the Zetadocs electronic archive to Microsoft authenticated account users for approval.

Zetadocs Approvals supports Microsoft Work and School accounts in addition to Microsoft Personal accounts. These accounts can be enabled with multi-factor authentication if the business requires additional security verification.

Document delivery

Zetadocs Delivery can be configured to automatically attach additional related documents that are stored in the electronic archive or other network folders to outbound Business Central or NAV reports.

Businesses sending sensitive information via Zetadocs must consider the Documents Retrieval advice above to ensure that only sending staff have access to sensitive documents in the archive.

Zetadocs Delivery customers must also guard against document leakage by ensuring that the intended recipient is correct. They must only use email addresses and fax numbers stored against the intended Business Central or NAV contact rather than entering these manually when sending, and by confirming receipt of a test message before sending sensitive information.

Document destruction

Businesses should only keep documents for a long as they have a legitimate business interest to do so. Typically for Zetadocs customers, this period is governed by the number of years they must retain documents for tax or audit purposes.

Zetadocs makes it simple to identify target documents for deletion if you have configured date in the archive folder name structure.