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Flexible Working Needs Flexible Document Access

Working on a trainLots of organisations now offer their staff some element of flexible working. Armed with laptops and Wi-Fi, it’s easy to work from anywhere, whether that’s at home, whilst on public transport or at a coffee shop.

Whilst flexible working has many benefits, transporting paper documents that may be needed to do the work isn’t so handy. Transporting paper documents anywhere isn’t ideal, as paper could get lost or misfiled when returned. Depending on the sensitivity of the information, lost or mislaid paperwork would be a security concern for organisations, especially since the introduction of GDPR.

At Quantor, we help businesses work smarter. By converting all paper documents into secure, easily accessible PDFs and hosting them online, means that all staff can access the information they need, when they need it without disturbing or inconveniencing any of their colleagues.

We’re offering a FREE TRIAL for businesses to experience the benefits of hosting their paper documents online. Just give us a call on 01543 377266 to find out more or Contact Us to find out more.

GDPR Paperwork Review.

GDPR File
GDPR File

Since the introduction of GDPR, many companies are reviewing how they manage their paper records.

How they are stored, how they accessed and the safety and security of this vital information.

For years, documents of value have sat in drawers unattended, or have been stored away in files or archive boxes – but now they need managing.

That’s where Quantor can help. We can come and review your documentation and suggest cost-effective solutions to scan the important information to convert it from paper into fully indexed PDF’s, helping businesses increase their efficiency by saving time, money and space.

Get in touch for a no obligation review of your archive filing.

Forms Data Capture – Helping a Hospice with GDPR Compliance

The introduction of the GDPR is getting closer by the day and there’s a lot of work going on right now to get permission from hospice supporters for continued contact after the GDPR introduction date on May 25th, 2018.

One hospice that we have been working with has tackled the problem by sending all their supporters a short survey inviting them to respond with their contact preferences.

Quantor’s role has been to help with the design of the form, set-up a dedicated PO Box for the responses, receive the completed forms and then scan and automatically capture the data from each form to provide a data file to update the Hospice’s donor database. Images have also been provided in PDF format so that each supporter record has a copy of the completed form attached.

Forms Design
Working with the Hospice, several versions of the form were tried out before the final version was agreed.

The form is made up of areas for an email address and telephone number, as well as tick boxes for preferences and there is a free text area for any additional comments.

An important part of the form is the data matrix barcode which is printed on it to identify the sender of the survey form so that it can be linked back to their record in the Donorflex database.

PO Box Service
A dedicated PO Box was set-up with the Hospice name in the address. The responses were delivered directly to Quantor via the PO Box for the scanning and data capture process.

Each day the Royal Mail delivered the completed survey forms, which were logged and then scanned to capture the data.

Forms Processing
Using special forms processing software, the information on the forms is converted to a text file that is used by the Hospice to update its supporter’s preferences.

When all the work for the day is completed the PDF images and the database records are ready for importing to the Donorflex database.

Further Information
If you would like to know more about the Quantor forms processing and data capture service then please contact us.

GDPR… What does it all mean?

Does your organisation deal with the general public? Do you keep data about the people that you deal with in paper or digital format?

If the answer to these questions is yes, then it is likely that the GDPR could have a significant impact on the way that your organisation goes about its business.

First and foremost is that the GDPR means that confidentiality and security of information will become paramount, if that isn’t the case already, and the information in paper format will be treated in exactly the same way as digital information. Encrypting digital data from now on will be the standard way to operate but securing information held on paper may be more problematic.
Data should only be kept for as long as it is needed.

The people that you deal with, what the regulations call data subjects, will have a right under the new legislation to have access to information that is held about them and if it is wrong in any way, then they can have it corrected.

People will also have the right to be forgotten, and a right of “data portability”. In other words, take their information out of one system and transfer it to another, for their own benefit.

The regulations also say that people should be provided with the information in electronic format, within 4 weeks of a request being made, and by the way, the person requesting the information will not have to pay.

Organisations will also have to demonstrate that data is only kept for as long as it is needed. How long that is will depend on the organisation but it will have to be justified when systems are audited.

These new individual rights could add a substantial burden to any organisation that stores information about their clients and if that information is paper based then that could make the job a whole lot harder.

So, what is required to satisfy these parts of the new regulations? In simple terms it’s a secure, efficient system to handle requests from people about the information that is held about them.

The system should also be able to track and control requests from people to ensure that deadlines are met, with notifications and alerts about any underperforming areas so that they can be addressed in a timely manner.

Paper documents will need to be converted to digital, either at the time of the request or beforehand to satisfy the requirements of providing the information electronically.

If you need help with making your document management systems GDPR compliant then please get in touch.

To read the full details of the GDPR the information is available on the ICO website:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/