Take stock of document storage systems
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.
Does your business store personal data?
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.
Is your data adequately protected?
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.
Document security health check
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:
- Where are paper documents currently stored e.g. desk drawers or filing cabinets?
- Which members of staff have access to personal data?
- Is their access controlled?
- Are document storage areas locked at the end of each day?
- Are records kept of who is accessing information and when?
Make the most of online document management systems
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.
Contact PDM to find out more
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.