Do you discard them in the dustbin? GDPR’s May 2018 deadline’s looming and, although you’ve likely addressed your digital data needs – have you done everything you need to about physical records? Shredall SDS Group's document storage service will help your business comply without losing any of the functionality you need to keep running smoothly. You may be required to make the records available to the ICO on request. GDPR is now in full effect and it contains explicit rules about how you process and secure data. With digital documents stored in an Electronic Document Management System (EDMS), mobile devices - such as laptops, tablets and phones - are protected by strong passwords preventing unauthorised document retrieval in the event of loss or theft. Take control of your data by scanning, digitising and working online with Storetec Services. Don’t hesitate to get in touch with eSafes today. Investing in a cross cut shredder as an invaluable tool helps you with your GDPR compliance. If you continue to use paper documents post- GDPR, your business is at higher risk of the harsh penalties. AMS have been specialists in storage and scanning paper files to a digital format for over 40 years and are best placed to advise you of the best ways to comply with GDPR when it comes to data retention. If you don’t process any personal information electronically - so no email, no texts or contact details on your phone, no audio recordings for example - then you don’t have to register with the ICO. With this in consideration, the person responsible within your organisation should be asking the following questions: If the answer is ‘NO’ to any of these questions, your organisation must make necessary steps to ensure compliance is met. Anyone who’s found not complying with the regulations this summer can expect to be faced with a fine for compromising the privacy and confidentiality of clients. For paper this will all be about information handling processes. Breaching the GDPR could cost €millions. These are real world situations where paper documents can easily get into the wrong hands, leading to a breach of GDPR. Our office safes are guaranteed to prevent papers going missing, providing you with an appropriate place to file them. Most importantly, can you adhere to GDPR if a customer asks you for the right to erasure and you cannot find the information. What do you do with misprints or faulty copies? Welcome to gdpr-info.eu. It explains each of the data protection principles, rights and obligations. Even when the UK leaves the EU, it’s likely to be worked in to UK law. Monitoring paper documents and ensuring that they’re handled in line with GDPR can be both a costly and timely job – and may require dedicated teams to … Even though GDPR is designed for cyber-attacks and data storage, paper documents are as important to the safeguard of your company’s electronic data. Choosing to go paperless will allow you to meet the GDPR deadline, making sure that you’re prepared for the regulation changes in May. The EU General Data Protection Regulation (GDPR) comes into force on 25 May 2018, and it tightens up the rules on how long you can keep personal data. It’s never been more important to take care of the data businesses hold, including paper documents. Electronic and paper files The University has to prepare for the new General Data Protection Regulation (GDPR) coming in on 25 May 2018 and as part of this we must be able to demonstrate that we are compliant and only keeping the information we need. One area where paper records are still required is the HR department. The consequences of failing to adhere to GDPR are significant; data protection regulators have the power to impose fines of up to €20,000,000 or 4% of worldwide, annual turnover. Where this document refers to ‘we’, unless otherwise stated, we mean staff and volunteers. You’ll notice that we supply data safes that can reliably store documents and hard drives, along with mobile phones and currency, making it easier for you to lock away any valuable items and to follow 2018 GDPR guidelines. 4719444, VAT No. Whether it be bank account details, passwords or social security numbers- you need to make sure that documents are stored somewhere safe and out of harm’s way. All Articles of the GDPR are linked with suitable recitals. A shocking amount of customer data still lives in paper documents in offices around the world, and GDPR brings to light an ongoing problem in record management security. ‘For Your Eyes Only’ – Home Safes Keeping Your Important Documents Secure, Top tips on how to stay safe this Christmas, 5 reasons to add a safe to your Christmas list. This document guides you to information to help you honor rights and fulfill obligations under the GDPR when using Microsoft products and services. Digital documents will reduce the number of papers you need to store within your premises, not only freeing up more space but … Something that we are often all guilty of is overlooking cybersecurity and hacking. While much of GDPR focuses on digital security threats, it's important not to forget about the potential risks posed by physical documents. To avoid “anyone” reading clients personal information, going paperless is ideal. If it isn't, you’ll still fall under GDPR rules if any of your customers are within the EU. Registered Office: Sidings Business Park, Freightliner Road, Hull, East Yorkshire, HU3 4XA. The right to erasure (the right to be forgotten) states that \"The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data whether there is no compelling reason for its continued processing.\"If you can't find this information in your paper documents, then how can you comply with the GDPR? On 23 May 2018 the General Data Protection Regulation (GDPR) was effectively integrated into the new Data Protection Act (DPA) 2018. But now with the power and efficiency on storing data on computers, hard-copies can become a liability in many ways, especially with GDPR. How GDPR affects your paper documents. GDPR and Paper Record Security. This helpful white paper lists all the mandatory documents and records, and also briefly describes how to structure each document according to the EU GDPR. The GDPR wants privacy to be a forethought in how information is produced, managed and disposed of. Iron Mountain advises organizations to identify the departments and functional areas most likely to create and store records containing personally identifiable information (PII) and to prioritise scanning and secure offsite storage for those records. Want to arrange a free consultation?Just let us know! The office and date safes we supply are designed to satisfy the requirements of all business (no matter what you’re looking to store inside it). As expected, GDPR will largely affect: human resources, accountancy firms and medical practices, although every organisation should review their archives and take the necessary steps to prepare. It is a mistake to think about the impact of the GDPR only in terms of the digital data that you store. Choosing to go paperless will allow you to meet the GDPR deadline, making sure that you’re prepared for the regulation changes in May. It summarises the key points you need to know, answers frequently asked questions, and contains practical checklists to help you comply. This is not as simple as it sounds. This is a far preferable method than to waste your own employees’ time feeding individual documents into a standard office paper … Paper documents that aren’t needed anymore need to be disposed of in a compliant manner. Many clients find that a higher level of security can be achieved by scanning no longer needed paper documents into electronic form, then encrypting and storing these electronically until they should be disposed of. As expected, GDPR will largely affect: human resources, accountancy firms and medical practices, although every organisation should review their archives and take the necessary steps to prepare. 5. Many organisations tend to ignore their paper archives, locked away in a hidden storage rooms. Leaving sensitive paper files on public transport, keeping data longer than we need … 1. Reg No. To ensure that all personal data is located and identified in its systems, Telia Denmark designed a data discovery process and a set of rule files. Modern copymachines and large office printers often have an internal hard disk that stores all the documents that you print or copy. We can offer you a highly resistant solution for protecting your documents, keeping your client’s private data just that… PRIVATE! These regulations have been initiated across Europe (not just the UK) to replace the Data Protection Act. STORING. Is it in storage? We supply a complete range of data safes, each of which is priced affordably and suitable for all media types. How long would it take you to find this information? Consumers now have the right to know that their data is being handled in the safest way possible and, if not, this legislation has made it easier for them to seek legal action if they require — to help combat potential data breaches. But how do you know which parts apply to you? If you’re looking for a suitable storage solution for paper documents, you’re in capable hands with us at eSafes. From our great range of data and office safes, we provide a variety of solutions that are guaranteed to enhance security within your business. The risks of not complying should be highlighted to decision makers in your organisation. 845498579, Simply let us know the size of your paper archive and let us do the rest, London | Manchester | Birmingham | Newcastle | Hull, By ticking this box, I confirm that I have read and fully understood Storetec’s. People often forget that paper can contain personal data and that GDPR applies there too. Terminology. All the safes we provide are guaranteed to protect your possessions and any confidential data that you have, making sure that there is no compromise made to the quality or appearance of your belongings. Do you even know where it is? Cutting down on the number of paper copies you deal with will allow you to prevent fraudulent activity. This will not only allow you to know exactly where it is when there comes a time that you need it but can also safeguard your client’s personal information and ensure that GDPR guidelines are met. Documents should be controlled. 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UNAM Ced. Prof. 1467928‏