The data protection delegate from the AOC participated on October 1st in the round table «Document Evaluation and Access Rights», held at the BCIN in Badalona. The session, organized by the Association of Professionals in Archival and Document Management of Catalonia and the Localret Consortium, brought together professionals to reflect on current challenges in information access rights and their relationship with document conservation policies.
The round table focused on the role of the National Commission for Access, Evaluation, and Document Selection (CNAATD) within the Catalan information access system. The impact of decisions on document conservation and elimination on the exercise of access rights was discussed.
The AOC representative highlighted the importance of the Document Evaluation and Access Tables (TAAD) as an essential instrument for applying data protection regulations, although she noted they do not yet have the necessary prominence in many organizations.
A central message was that document management and data protection share the goal of retaining information only for the necessary time, while guaranteeing access rights. The main challenge is organizational, as document management, data protection, and administrative processes often evolve separately.
TAADs are a crucial tool for complying with General Data Protection Regulation (GDPR) principles such as retention period limitation and data minimization. They allow for defining consistent retention periods, establishing blocking and deletion policies, and giving substance to Records of Processing Activities.
The need to incorporate TAADs from the design phase of administrative processes and information systems was emphasized, integrating retention periods and management mechanisms from the outset to improve efficiency and reduce risks.
The intervention highlighted the relevance of TAADs in the common digital administration services that the AOC provides to Catalan administrations, standardizing retention periods and offering greater legal certainty.
In conclusion, TAADs were advocated as a tool that goes beyond document management, reinforcing transparency, protecting the right to information access, providing legal security, and promoting responsible public document management with democratic significance in conservation decisions.
