We’d like to take the opportunity to thank you for reading our blog posts over the past twelve months and to wish you a very merry Christmas and a very happy New Year! We’re looking forward to a break over the Christmas holiday but we’ll be back in January with more news, views and insights into the world of document management and storage.
Happy Christmas from everyone at Pro-Doc!
As we discussed in our last blog post, the new GDPR data protection regulations are looming and with this in mind, now is the ideal time to take stock of how you store your businesses’ documentation onsite.
The GDPR data protection regulations will be very significant for businesses of all shapes and sizes as the monetary penalties for failing to comply could be up to 4% of your global turnover or £20 million – whichever amount is greater.
The term ‘personal data’ applies to any confidential information which could be used to identify and individual such as their name, date of birth etc. ‘Sensitive data’ covers information on ethnicity or sexual preference, for example.
Under existing Data Protection Act guidelines, businesses are obliged to ensure that data is stored safely and securely. However, the majority of modern offices are designed in an open-plan layout which can compromise the management, security and access of data. This can prove to be of particular issue for Human Resources departments and for any businesses who need to store confidential information on employees.
Carrying out a document security ‘health check’ is a good way to ensure everything is as secure as it could be, whilst reminding yourself and your employees of the importance of data protection. Things to think about include:
Probably the single most effective step you can take to improve the security of documentation and data is by switching to an online (cloud-based) document storage system. Documents are bulk scanned – this is a process which is suitable for all types of documents, from HR through to accounts and legal documents – before being stored electronically. Data can be accessed or shared at the touch of a button, providing you with the peace of mind that the information you need is secure but readily available.
If you would like to find out more about document protection and storage, here at PDM we offer a range of services, designed to help businesses and organisations improve security, streamline systems and reduce costs. Please don’t hesitate to get in touch to discuss your requirements.
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