Document management ready for India’s data protection law.
The Digital Personal Data Protection Act makes every organisation that holds personal data responsible for keeping it safe, erasing it on time and showing who touched it. Most of that data sits in documents. DigiDocSmart supplies the controls for the documents it holds.
Four controls the Act expects, built in.
Erase on time
Retention policies purge personal data once its purpose ends.
Logs that hold up
Every view and download recorded, tamper-evident, kept five years.
Breach register
Log and track a breach from discovery to closure.
Reasonable safeguards
Classification-based access, two-factor sign-in, backups.
What the Act asks, and what DigiDocSmart supplies.
Section by section, for the obligations that apply to documents you hold.
| Provision | What it asks of you | DigiDocSmart control |
|---|---|---|
| Sec 8(5) | Reasonable security safeguards to prevent a personal data breach. | Four classification levels, role and department permissions that deny by default, two-factor sign-in, upload checks and scheduled backups. |
| Sec 8(6) | Inform the Data Protection Board and each affected person of a personal data breach. | A breach and incident register to record what happened, who was affected and each step to closure, so the notice can be written from facts. |
| Sec 8(7) | Erase personal data once its purpose is served, unless a law requires it to be kept. | Retention policies per document type that purge on schedule, with the purge itself recorded in the audit trail. |
| Rule 6 | Safeguards that include control over access, visibility of who accessed data, and retention of those logs. | Every view, download, print and change recorded in a hash-chained audit trail, tamper-evident and kept five years. |
| Sec 16 | The government may restrict transfers of personal data to notified countries. | Choose the cloud region, or run on-premises so documents never leave your own servers and network. |
What stays with your own process.
We would rather say this plainly than have you find out in an audit. These obligations are about how you deal with people, and no document system can meet them for you.
Notice and consent
Sections 5 and 6: telling people what you collect and why, and recording their consent.
Requests from people
Sections 11 to 14: access, correction, erasure, grievances and nominations.
Children’s data
Section 9: verifiable parental consent before processing a child’s data.
Significant data fiduciaries
Section 10: a Data Protection Officer, audits and impact assessments, if you are notified as one.
DPDP questions we are asked.
Does using DigiDocSmart make us compliant with the DPDP Act?
No software makes an organisation compliant on its own. DigiDocSmart supplies the technical controls the Act expects for the documents it holds: retention and erasure, access logs, breach records and safeguards. Consent notices, purpose records and handling data-principal requests stay with your own process.
Can we keep personal data inside India?
Yes. On our cloud you choose the region; on-premises, the data never leaves your own servers and network.
How do we prove who accessed a record?
Every view, download, print and change is written to an audit trail where each entry is chained to the one before it by a hash. One click verifies that nothing has been altered or removed, and the trail can be exported for an auditor.
Check your documents against the Act.
Bring a sample of the personal data you keep in documents. We will show where each control applies and what would remain with your team.