The Operational Impact of the E-Evidence Act
The EU e-Evidence Act is set to increase the operational demands on service providers (SPs), requiring them to respond to cross-border data requests quickly and efficiently. For many companies, current data production processes aren’t fit for purpose under these new standards. This article explores how the Act will reshape data production requirements and why now is the time for SPs to upgrade their systems.
The EU E Evidence Act will Redefine Data Sharing in Europe
Existing Challenges in Data Production
Most SPs currently lack a streamlined, purpose-built process for handling data production requests. Traditionally, low request volumes and the absence of specific response time requirements have allowed companies to operate with minimal systems in place. Data requests could be managed on an ad-hoc basis, often relying on manual processes or loosely organized ticketing systems to track and fulfill them. However, these makeshift solutions are no longer sufficient under the demands of the e-Evidence Act.
The Inefficiency of Ticketing-Based Solutions
To manage requests, some companies have adopted ticketing systems, which typically involve:
Manual Intake of Requests: Requests are manually logged into the ticketing system, increasing the likelihood of errors and inconsistencies.
Lack of Integration for Data Retrieval: These systems are rarely integrated with the company’s data sources, meaning employees must spend time searching for the requested data.
Limited Automation: Without structured intake processes, these systems lack automation capabilities, requiring manual intervention at nearly every step. This leads to slow response times, higher workloads, and increased risk of delays.
In short, while these piecemeal solutions have worked for lower volumes, they lack the robustness needed to comply with the high-speed, high-volume demands anticipated under the e-Evidence Act.
The Impact of Increased Volume and Time-Sensitive Deadlines
The e-Evidence Act introduces a regulatory framework that enforces strict response deadlines for data production:
10 Days for Standard Requests: A significant shift from the previously flexible timelines.
8 Hours for Emergency Requests: In life-threatening cases, companies are expected to fulfill requests within 8 hours, a near-impossible feat for SPs using manual, unintegrated systems.
As the Act comes into effect, companies can expect request volumes to increase sharply, and the timeline pressure will be unavoidable. Under these circumstances, a ticketing-based system or other loosely organized solution simply won’t meet the regulatory requirements or protect companies from the risk of non-compliance penalties.
Preparing for Compliance: The Need for a Structured, Automated Solution
To meet the demands of the e-Evidence Act, SPs need an integrated solution that allows for:
Automated Intake of Requests: Structured systems should allow for direct, secure intake of requests that automatically logs and categorizes them according to urgency.
Seamless Data Retrieval: By connecting directly to relevant data sources, companies can retrieve and produce data efficiently, without manual searches.
Automated Workflows and Escalations: Automation can support high volumes and escalate urgent requests to ensure compliance with deadlines, even under tight time constraints.
Kodex as a Solution
Kodex’s compliance solutions are designed to help SPs manage the challenges posed by the e-Evidence Act. Our self-assessment tool allows companies to identify gaps in their operational readiness and pinpoint areas that need enhancement to support compliance. By using Kodex, SPs can ensure their processes are equipped for efficient request intake, automated data retrieval, and structured workflows—reducing risk and easing the burden on compliance teams.
What next?
To explore how Kodex can help you move beyond basic ticketing systems and prepare for the compliance requirements of the e-Evidence Act, register for the Trust & Safety event in London or try our self-assessment tool to evaluate your operational readiness.
