It covers the General Data Protection Regulation (GDPR) as it applies in the UK, tailored by the Data Protection Act 2018. 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? The risks of not complying should be highlighted to decision makers in your organisation. Office safes are extremely spacious and can accommodate various volumes of documents, offering a solution for safekeeping clients confidential data. The documentation has a lifecycle: initial draft – published – retired. A data safe from eSafes will allow you to lock any papers away, ultimately preventing them from being stolen or falling into the wrong hands. ‘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. 845498579, Simply let us know the size of your paper archive and let us do the rest, London | Manchester | Birmingham | Newcastle | Hull, By ticking this box, I confirm that I have read and fully understood Storetec’s. Depending on the type of records you need to keep hold of, this can alter the length of time it can be stored. 1. Modern copymachines and large office printers often have an internal hard disk that stores all the documents that you print or copy. Printing documents . GDPR’s May 2018 deadline’s looming and, although you’ve likely addressed your digital data needs – have you done everything you need to about physical records? We can offer you a highly resistant solution for protecting your documents, keeping your client’s private data just that… PRIVATE! Paper files are much less private than digital documents. However, these paper records should not be overlooked. OJ L 127, 23.5.2018 as a neatly arranged website. Breaching the GDPR could cost €millions. Paper documents are often duplicated making it difficult to know whether data is destroyed completely or if copies are lying around. 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 net result is that when paper records are unorganized (e.g., loose documents on a printer, papers on a desk, etc.) 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. A paperless office is a new concept for various businesses. All the safes we provide are guaranteed to protect your possessions and any confidential data that you have, making sure that there is no compromise made to the quality or appearance of your belongings. Leaving sensitive paper files on public transport, keeping data longer than we need … The GDPR has changed how businesses store documents. Changes have been made to the Data Protection Act to strengthen the safety and security of clientele. No matter whether you’re storing paper documents or transferring data across networks, you should always make sure that your business adheres to GDPR guidelines. Everyone in your organisation should be made aware of the new regulations. The data safes that we provide are priced competitively, making sure that you receive the best value for your money. How long would it take you to find this information? Do the same rules apply to paper records and electronic records? Digital documents will reduce the number of papers you need to store within your premises, not only freeing up more space but effectively working towards environmental stewardship. Need to know more about how GDPR will affect paper document storage? Storing data on paper has, of course, been a natural process for many companies all over the world for decades. Printed information can be photocopied, removed or destroyed as can a digital record. Even though GDPR is designed for cyber-attacks and data storage, paper documents are as important to the safeguard of your company’s electronic data. GDPR is now in full effect and it contains explicit rules about how you process and secure data. People often forget that paper can contain personal data and that GDPR applies there too. This document guides you to information to help you honor rights and fulfill obligations under the GDPR when using Microsoft products and services. Welcome to gdpr-info.eu. Is it in storage? For more information on GDPR, or advice on your document management solution, please contact us today. It summarises the key points you need to know, answers frequently asked questions, and contains practical checklists to help you comply. Regulators and legislators may have been thinking mainly about Google, While much of GDPR focuses on digital security threats, it's important not to forget about the potential risks posed by physical documents. Whether it be bank account details, passwords or social security numbers- you need to make sure that documents are stored somewhere safe and out of harm’s way. Take control of your data by scanning, digitising and working online with Storetec Services. Are safes a “safe” investment for everyone? Even when the UK leaves the EU, it’s likely to be worked in to UK law. However, if you work with a reputable document shredding business, they will have the industrial-sized equipment that will be able to handle the documents and shred them in accordance with standard rules and best practices. Do you discard them in the dustbin? 4719444, VAT No. Check if your EU GDPR implementation is on the right track. For paper this will all be about information handling processes. 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. Do you even know where it is? With this in consideration, the person responsible within your organisation should be asking the following questions: If the answer is ‘NO’ to any of these questions, your organisation must make necessary steps to ensure compliance is met. It is a mistake to think about the impact of the GDPR only in terms of the digital data that you store. By using On Time Shred lockable storage bins, you can ensure that you are storing paper documents ready for disposal in a GDPR compliant way. If you continue to use paper documents post- GDPR, your business is at higher risk of the harsh penalties. Get help producing GDPR-compliant documentation If it isn't, you’ll still fall under GDPR rules if any of your customers are within the EU. As expected, GDPR will largely affect: human resources, accountancy firms and medical practices, although every organisation should review their archives and take the necessary steps to prepare. I only keep paper records. Do you know where this information is? 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. Can you access information you may need in a timely and cost-effective manner? These regulations have been initiated across Europe (not just the UK) to replace the Data Protection Act. 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. You must maintain records on several things such as processing purposes, data sharing and retention. Keeping a copy of your documents is always a good idea if you’re prone to putting things down and losing them! This enables you to take control, allowing for easy search with immediate and controlled access to the documents you need. How many copies of the document exist? Once you’ve scanned the documents, make sure that they are disposed of efficiently, preventing them from going walkabouts in the office. To keep a digital copy of all documents, we recommend scanning them as you go- otherwise, this could be a long process. Documents should be controlled. Your data protection policy should be updated for the GDPR and the importance of adhering to the policy reinforced. For the purposes of GDPR, the same security concerns that affect the digital world also apply to the analogue one. 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. This document outlines the main elements of the GDPR and links to further information about it. Document scanning can avoid this issue as it can ensure a single copy of your customer’s data which can be destroyed if necessary. Many clients find that a higher level of security can be achieved by scanning no longer needed paper documents into electronic form, then encrypting and storing these electronically until they should be disposed of. Shredall SDS Group's document storage service will help your business comply without losing any of the functionality you need to keep running smoothly. Where this document refers to ‘we’, unless otherwise stated, we mean staff and volunteers. Procedures for paper filing. The General Data Protection Regulations are set to take effect in May 2018- leaving you with just over a month to familiarise yourself with the new guidelines. The GDPR and Ireland As an EU regulation, the GDPR did not generally require transposition into Irish law (EU regulations have direct effect ), so organisations involved in data processing of any sort need to be aware that the GDPR addresses them directly in terms of the obligations that it imposes. What’s more; our office and data safes are perfect for all budget requirements, so no matter how much or how little you’re looking to spend, you can bet eSafes has just the solution! Your five-minute guide to data retention and GDPR. We’ve put together this quick guide to help you stay on top of the new regulations on data retention. The consequences of failing to adhere to GDPR are significant; data protection regulators have the power to impose fines of up to €20,000,000 or 4% of worldwide, annual turnover. Reg No. 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. But now with the power and efficiency on storing data on computers, hard-copies can become a liability in many ways, especially with GDPR. All Articles of the GDPR are linked with suitable recitals. Don’t hesitate to get in touch with eSafes today. How long would it take you to find information stored in paper files? Many organisations tend to ignore their paper archives, locked away in a hidden storage rooms. 4. As expected, GDPR will largely affect: human resources, accountancy firms and medical practices, although every organisation should review their archives and take the necessary steps to prepare. One area where paper records are still required is the HR department. It’s never been more important to take care of the data businesses hold, including paper documents. GDPR will see significant changes in the way organisations: manage, process and store personal information on individuals within the European Union. Choosing to go paperless will allow you to meet the GDPR deadline, making sure that you’re prepared for the regulation changes in May. You do still have to comply with GDPR. STORING. 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. 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