As the UKs current Data Protection Act will be replaced by the General Data Protection Regulations (GDPR) in May 2018. Steps and procedures will have to be taken properly as the GDPR will come with a new set of data protection rules. Even though GDPR was designed to eliminate the likes of sever online hacks and cyber-attacks at vulnerable database data storage, paper documents are as important to the safeguard of your company’s data.
How will your manual document management systems be affected?
Paper files are much less private than digital documents, filing cabinets can be accessed by anyone and so you cannot be certain that customer data is not falling into the wrong hands. Not complying with the GDPR will result with fines of up to €20 million or 4% of your global revenue, which can soon add up.
Not complying with the GDPR will result with fines of up to €20 million or 4% of your global revenue, which can soon add up.
Paper documents are often duplicated making it difficult to know whether data has been destroyed completely or if copies are lying around. Document scanning can avoid this issue as it can ensure a single copy of your customers data which can be destroyed if necessary.
Paper document types
The majority of organisation across the UK will have paper documents that have been duplicated numerous times over the years and this is the problem that the organisations will have with paper documents. The solution is to convert your paper document to into digital files through a UK document scanning company. It will reduce the numerous copies you might have of same file and create a secure digital archive storage of documents.
The paper files can also be shredded, not only will it comply with GDPR but also freeing up masses of space in your office departments.
When a user requests for their data to be deleted from your data base. Deleting that one digital file can confidently reassure yourself that your company will be complying with GDPR and not have any copies of the that particular data related to the user.
As “Data Subject” is information related to a natural person the following types of paper documents will need to comply with GDPR:
- HR record documents.
- Client data
- Medical files
- Personal data
By scanning documents into an online system or opting for secure document storage your documents can be found easily and quickly to ensure that they legally compliant. A digital archive system can protect the data with secure passwords so that only authorised personnel can have access.
The idea is to give everyone the confidence that their data will be secure managed.
We have been and continue to be specialists in converting paper documents into digital data.
Expert advice can be given for the best solution on how you can comply with GDPR. Contact us today if you would like more information on scanning documents to digital files to comply with GDPR