Pearl Document Scanning Blog

News and updates related to the document scanning industry.

What is GDPR

Image logo for the GDPR. The logo image is relating to the Pearl Scan blog post. The blog post is used to give users a basic understanding of GDPR and how organisations can begin best practices now for when the regulation launches in May 2018. As we are a professional data capture and document scanning UK company, we have to let our clients and potential clients that their data will be complaint to GDPR.

What is GDPR?

The GDPR is giving the EU citizens increased data privacy from the 25th May 2018. The European union has created GDPR to protect the EU citizens right and their data privacy.

GDPR is to Ensure that your data is your correct data, which will limit organisation in the EU from accessing your personal data. It doesn’t mean there's limits to what you can do with your data information. From the 25th of May, all data belonging to you is your personal data only. Personal data is all data about you including digital data that they can use to identify you.

This type of data can be collected from various ways such as;

This includes but not limited to email services, information and content on various online platforms including, insurance information, online behaviour, personal contact information and activity on your mobile devices etc.

Basically, everything there is to know about you and your digital life.

Your data should be handled lawfully, fairly and transparent to you. You will have to give consent for every form of your information to be processed. Appropriate safeguards must be put in place to protect your data from being misused and to protect your data privacy.

A data protection officer will oversee and monitor the data controller and processor to make sure your data is handled appropriately. If you reside in the EU, your personal data will be protected by the GDPR compliance.

Information about the data processing has to be given easily through understandable text outlining every single purpose of the data. Basically, terms and conditions will be restructured from legal text to readable text, making sure your consent can be withdrawn as easily as it was given. Furthermore, your right to data privacy is protected by default and by design

GDPR Compliance and Policy

The European parliament general data protection regulation comes into effect on the 25th MAY 2018. This will strengthen data protection for EU citizens and bring new changes to how businesses approach information security, data privacy and information governance.

The legislation is pivotal for businesses operating in Europe because GDPR sees introduction of mandatory security notifications which gives more freedom for citizens by how their personal data is used.

To achieve this, your company can take the following steps to start becoming GDPR compliant.

  • The one of the first steps you can take, make the employees aware GDPR and help them understand what it is and how it is going to affect your company.
  • To help make sure your company is using the private data correctly before the launch date. You can appoint a data officer.
  • Introducing a GDPR handbook can help employees even further.
  • You may have to audit your existing systems, procedures, contracts and supplier.
  • By having the correct procedures and good practice in place it can make it easier to detect, investigate and report breaches of security.

The market leading EU GDPR documentation toolkit contains a complete set of mandatory and supporting documentation templates that are easy to use.

How to demonstrate accountability under the GDPR

  • Keep up-to-date documentation of processing activities.
  • Appoint a data protection officer (DPO) if appropriate.
  • Implement measures to meet the principles of data protection by design and by default.
  • Implement appropriate technical and organisational measures (policies and procedures) to ensure and demonstrate compliance.
  • Conduct data protection impact assessments (DPIAs) where appropriate.

To ensure full compliance with the GDPR, you may also need to review the following documentation and policies;

  • Data protection policy
  • Training policy
  • Information security policy
  • DPIA procedure
  • Retention of records procedure
  • Subject access request form and procedure
  • Privacy procedure
  • International data transfer procedure
  • Data portability procedure
  • DPO job description
  • Complaints procedure
  • Audit checklist for compliance
  • Privacy notice

To find out more about how GDPR effects the way you store your paper documents, as well as how this may affect your scanned data stored in a digital format and steps that you need to take to have your documents / records scanned to GDPR compliance, please contact us for further details.


GP Practice Managers Find Us on Practice Index

You can now find Pearl Scan on Practice Index when you’re thinking of having your medical records scanned and converted to a digital file. Our data capture and document scanning services are offered to healthcare organisations in Manchester, London, Birmingham and throughout the UK.

Calling all GP Practice Managers! We can now be found on Practice Index for those looking for document scanning and data capture services including medical record scanning.

We have seen more and more GP practices turning to document scanning and digital document management to deal with the large amounts of paperwork and patient records they receive on a daily basis. To reach these practices with our scanning services we decided to list Pearl Scan on this useful and easy to use directory site aimed at providing information and helpful services for practice managers. Why? Because scanning and digitisation is incredibly useful for the future of document management within the healthcare sector and needs shouting from the rooftops.

Benefits of scanning medical records

  • Dealing with patient records digitally reduces file search and retrieval time. (OCR'd and fully indexed documents can be found instantly.)
  • Patient files are more secure when they are stored digitally with file encryption and password protection.
  • You can abolish high storage costs for off-site storage.
  • You can free up space at the practice that would usually be filled with filing cabinets.
  • Files can be referred to relevant parties is seconds to speed up patient referral times.
  • Reduce costs wasted on paper and printing.

Our scanning services

We offer a bespoke yet affordable range of scanning and document management solutions for the healthcare sector which includes the scanning and data capture of all patient records, files and documents associated with practices nationwide. Each service can be tailored to suit the needs of every client to ensure the service provides exactly what they are looking for. If you would like some more information on the document scanning for the healthcare sector services we offer here at Pearl Scan, check out our website or get in touch for a free, no obligation quote for your scanning project.

...and don't forget to look us up on Practice Index!

Flexscan Set to Provide Top Quality Microfiche Scans at Pearl Scan

The FlexScan Microform scanner has arrived at Pearl Scan's scanning center, which is based in the heart of Manchester. Digitisation services provided in Manchester, London, Birmingham and the UK.

The FlexScan microform scanner has arrived at Pearl Scan to give you high density scans of microfiche and microfilm.

Pearl Scan Solutions have invested in a brand new microfiche scanner for their Manchester based scanning bureau. The new machine can digitise at a range of increased speeds:>

Microfiche can be scanned at speeds of up to 200ppm and when autoloader is employed, they can be scanned at speeds of up to 600ppm. Microfilm on 16mm rolls can be scanned at speeds of up to 400ppm.

While the new scanner improves speed of digitisation, it doesn’t scrimp in other areas. The scanner can handle all standard ficheMicrofiche quality scanning from our bureau in Manchester. formats as well as custom sizes up to 5x8 inches.

The new scanner can also provide ultimate image quality to match the speed at which it can scan. Often people will have to compromise depending on whether they want good quality images or a quick turnaround but with the new machine, that is not necessary. You can have the best of both worlds by having your microform scanned on Pearl Scan’s brand new Flexscan machine.

Here at Pearl Scan, we digitise microfiche and microfilm for lots of companies from a range of different industries to bring them the benefits of a better document management system. Our microfiche and microfilm scanning service is fully bespoke as you can choose which format you wish to have your documents converted to as well as any other services such as OCR conversion.

Don't continue to compromise, get in touch today for a free, no obligation quote for your scanning project. If you would like some more information on the microfilm scanning and microfiche scanning services we offer here at Pearl Scan, take a look at our specialist site.

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Microfiche and Microfilm scanning