Modern copymachines and large office printers often have an internal hard disk that stores all the documents that you print or copy. However, these paper records should not be overlooked. While there has been an emphasis on data stored in computer systems, the regulations do cover all forms of data including physical documentation. Paper documents are often duplicated making it difficult to know whether data is destroyed completely or if copies are lying around. Office safes are extremely spacious and can accommodate various volumes of documents, offering a solution for safekeeping clients confidential data. The GDPR has changed how businesses store documents. Use job titles instead of names. How long would it take you to find this information? Do you discard them in the dustbin? Electronic and paper files The University has to prepare for the new General Data Protection Regulation (GDPR) coming in on 25 May 2018 and as part of this we must be able to demonstrate that we are compliant and only keeping the information we need. Diana Bruce of the CIPP explains the ins-and-outs. The GDPR does not set a specific size that documents need to be shredded to in order to comply with the regulation. We’ve put together this quick guide to help you stay on top of the new regulations on data retention. With digital documents stored in an Electronic Document Management System (EDMS), mobile devices - such as laptops, tablets and phones - are protected by strong passwords preventing unauthorised document retrieval in the event of loss or theft. Iron Mountain advises organizations to identify the departments and functional areas most likely to create and store records containing personally identifiable information (PII) and to prioritise scanning and secure offsite storage for those records. If you don’t process any personal information electronically - so no email, no texts or contact details on your phone, no audio recordings for example - then you don’t have to register with the ICO. The right to erasure (the right to be forgotten) states that \"The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data whether there is no compelling reason for its continued processing.\"If you can't find this information in your paper documents, then how can you comply with the GDPR? GDPR is now in full effect and it contains explicit rules about how you process and secure data. This will not only allow you to know exactly where it is when there comes a time that you need it but can also safeguard your client’s personal information and ensure that GDPR guidelines are met. Once you’ve scanned the documents, make sure that they are disposed of efficiently, preventing them from going walkabouts in the office. 1. Get help producing GDPR-compliant documentation The EU General Data Protection Regulation (GDPR) comes into force on 25 May 2018, and it tightens up the rules on how long you can keep personal data. To avoid “anyone” reading clients personal information, going paperless is ideal. How long would it take you to find information stored in paper files? Need to know more about how GDPR will affect paper document storage? ‘For Your Eyes Only’ – Home Safes Keeping Your Important Documents Secure, Top tips on how to stay safe this Christmas, 5 reasons to add a safe to your Christmas list. Our office safes are guaranteed to prevent papers going missing, providing you with an appropriate place to file them. You must maintain records on several things such as processing purposes, data sharing and retention. Document scanning can avoid this issue as it can ensure a single copy of your customer’s data which can be destroyed if necessary. This document outlines the main elements of the GDPR and links to further information about it. This helpful white paper lists all the mandatory documents and records, and also briefly describes how to structure each document according to the EU GDPR. GDPR and how it may affect your Paper Documents. GDPR (General Data Protection Regulation) will require you to carry out a data audit ( to assess what you hold and in what formats ) and to compile a data register of all the information you’ll need to hold on an ongoing basis. AMS have been specialists in storage and scanning paper files to a digital format for over 40 years and are best placed to advise you of the best ways to comply with GDPR when it comes to data retention. A shocking amount of customer data still lives in paper documents in offices around the world, and GDPR brings to light an ongoing problem in record management security. How many copies of the document exist? Storing paper documents is easy- why not find a suitable office safe from our extensive collection, here at eSafes? This guide explains the General Data Protection Regulation (GDPR) to help organisations comply with its requirements. 3. Why not let eSafes talk you through the basics when it comes to keeping confidential information safe in the office, taking into consideration the upcoming changes in GDPR? Procedures for paper filing. GDPR stands for General Data Protection Regulations. Under GDPR regulations, companies must be able to document their processes for obtaining and storing personal data – and their ability to identify and extract all personal data related to an individual. Changes have been made to the Data Protection Act to strengthen the safety and security of clientele. If you copy your documents to a memory stick or hard drive disk, you don’t want to keep this with the original copies- perhaps keep it somewhere safe and out of reach of prying hands? This enables you to take control, allowing for easy search with immediate and controlled access to the documents you need. The office and date safes we supply are designed to satisfy the requirements of all business (no matter what you’re looking to store inside it). Some of the safes we have in stock incorporate a life-long guarantee, so you needn’t worry about maximising the use of your safe and storing your documents reliably. We can offer you a highly resistant solution for protecting your documents, keeping your client’s private data just that… PRIVATE! It is a mistake to think about the impact of the GDPR only in terms of the digital data that you store. From our great range of data and office safes, we provide a variety of solutions that are guaranteed to enhance security within your business. This is not as simple as it sounds. For paper this will all be about information handling processes. Shredall SDS Group's document storage service will help your business comply without losing any of the functionality you need to keep running smoothly. 4719444, VAT No. Reg No. You’ll notice that we supply data safes that can reliably store documents and hard drives, along with mobile phones and currency, making it easier for you to lock away any valuable items and to follow 2018 GDPR guidelines. 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