The GDPR deadline last year resulted in many companies reviewing how they manage their paper records with regards to storage, access and security.
One year on and some businesses have lost impetus in focusing on this, but one thing’s for sure, the Information Commissioners Office hasn’t!
Recent news articles are showing that the ICO is still keen to crack down on any businesses that don’t comply for example: https://ico.org.uk/about-the-ico/news-and-events/news-and-blogs/2019/07/ico-announces-intention-to-fine-british-airways/ .
For the businesses that contact Quantor, the areas that people are worried about the most include the storage, distribution and security of paper documents containing sensitive information.
Paper documents can be more vulnerable than digital ones, putting an organisation at risk of a data breach. In addition, data within paper is much harder to find, so GDPR’s rights to ‘be forgotten’, ‘right of access’, right to rectification’ and ‘right to restriction of processing’ are more difficult to comply with “without undue delay” when dealing with paper, than if all your documents were stored electronically.
GDPR sets down strict guidelines about data retention, to ensure organisations only keep data as long as necessary.
If your sensitive data is stored on paper, it’s quite hard to arrange and implement schedules for when data should no longer be kept. With digital documents however, data retention is far easier. It’s even possible to set rules and reminders as to when data should be reviewed.
The great thing about digital documents versus paper documents is that the online versions can be secured with passwords and made more secure with regular back-ups. Paper on the other hand, isn’t very secure, is easily lost or stolen, and has no back-up facility.
That’s why many businesses are converting paper documents into data to store all important and sensitive information online, in the form of fully searching PDF’s.
If you still have documents of value sat in drawers or stored away in files or archive boxes, now’s the time to review them again.
We can help you review your documentation and suggest cost-effective solutions to scan the important information to convert it from paper into fully indexed PDF’s, helping you increase efficiency by saving time, money and space.
If you’re not sure quite how or where to start, then Contact Us to find out more or give Quantor a call…