The GDPR is just a Month Away

If you are not already counting down the days, then it’s important to remember that the GDPR becomes legislation on 25th May 2018. That’s exactly a month from today! Compliance is not ‘optional’ – it is law.

Any data breaches or non-compliance could result in hefty fines. Infringements can potentially result in fines up to €20M or 4% of a company’s global annual revenue.

Hopefully, you will already have completed your information audit of all the records with personal data your business holds and have a clear ‘documented plan’ in place about what can be legally retained, and what should be destroyed.

The GDPR stipulates that any personal data must be processed on a lawful basis with the expressed consent from the individual involved. Consents and company privacy policies may need to be updated.

In broad terms, the GDPR is giving people greater rights about how their data is used, what data is collected, how it is stored and who has access to it; and if permission has been granted for it to be shared.

The GDPR requires companies to be transparent about the use of data and generally demonstrate good practice at all times. Governance and accountability play a big part.

This obviously impacts across many different departments within an organisation from HR, to Sales and Marketing. This includes physical and digital records, so systems need to be put in place for the ongoing compliant management of both.

At Box-it Central, we offer a number of services to support ‘governance’ and ‘best practice’ to generally tighten control of your records management.

Ways in which Box-it Central can support your business

Cataloguing Services: Our cataloguing services have been utilised by many organisations. Having an accurate inventory of your records and how long they can legally be kept is essential. We provide cataloguing services at both box and file level, which not only helps lifecycle management, but also helps companies to be more efficient; for example, search and retrieval is more accurate, and therefore an altogether swifter process.

Shredding Services: We offer onsite and offsite confidential document shredding services throughout Warwickshire, Oxfordshire, Leicestershire and parts of the West Midlands. It is part of a fully tracked service and once your documents have been securely destroyed, we issue you with a Certificate of Destruction as evidence of this.

Digitisation Services: The GDPR provides individuals with rights regarding their personal data, this includes the right of access, allowing them to access the personal data you hold about them. Having this information available in a digital format supports this part of the GDPR. We provide a full range of document scanning services to help our clients with their digitisation projects, however large or small your requirement. Scan on demand, scan from archive, bulk back scanning are just a few of the services we offer.

Secure Storage: We offer secure storage for both your digital and physical records. Digital documents can be stored in our secure Cloud based electronic repository, Omnidox Document Manager, which has many benefits to ‘access control’, ‘activity reporting’ and general management of digital records. Meanwhile we can facilitate paper records in our secure warehouses which are alarmed and have 24/7 CCTV surveillance. All boxes are barcoded for full tracking and we offer collections and retrievals services, so while your documents may be stored elsewhere, they are always accessible should you need a box to be returned to your office.

We do recommend that you visit the ICO website for official guidance on the GDPR. Meanwhile, we hope we can be of assistance through any one, or a combination of our document management services. Please get in touch to find out more.

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