In May of 2018 the new GDPR (EU General Data Protection Regulation) will hit and many businesses will find their HR Departments having to take suitable action to ensure compliance.
GDPR will increase employer obligations with regard to staff, including informing them of their right to access their personal data as well as the ability to have it rectified or deleted. They will need to be told how long data about them will be stored and if any of that data is transferred to 3rd parties. And it is not only employers dealing with personal data of employees that will have to comply; HR service providers that process any data on behalf of employers will also need to take heed.
Large amounts of employee personal data is held and processed by HR departments and this can also include former employees or even those applying for jobs. This is often stored on paper records and also on computers with 3rd parties frequently getting involved in the processing i.e. payroll or advisory systems. Such things as medical information and details of any trade union membership can also be included.
In order to comply with the new GDPR regulations, HR departments will need to take account of:
They will need to be sure that they are balancing the provision of privacy with the HR tasks that need to be administered, particularly with regard to the following key areas:
With the GDPR go-live data fast approaching, all businesses in the UK are readying themselves to ensure full compliance. Larger organisations may well find themselves having to create a new job role, putting the responsibility of complying with the GDPR regulation on the shoulders of one key person. Unless full compliance is made, companies will find themselves faced with substantial fines so the cost of adding an extra person to the payroll can be viewed as an essential expense.
All new GDPR Project Managers will have one main role and that will be to foresee and evaluate all threats to the company’s existing data management system and information governance processes. This will include storage and distribution as well as security of all data, whether held on paper or digitally.
At Pearl Scan we are working with business of all sizes and types, enabling them to prepare for GDPR by understanding exactly what full compliance means in practical terms. With a focus on paper files and documents, our job is to make sure that their storage and use does not break the rules of the GDPR regulations. Many businesses do not fully appreciate that threats can exist with regard to data on paper stored on shelves and in filing cabinets or even in PDF form digitally.
By making use of the full range of services we have on offer at Pearl Scan, companies can ensure complete GDPR compliance. They can do this by ensuring that all personal or sensitive information held on paper is made digital as soon as possible; this is where our document scanning services come into their own, offering a whole range of benefits as well as a rapid return on investment.
By outsourcing your document scanning to a specialist provider, you save time and money by not having to utilise your own staff; even if you have a scanning facility and a person that can be allocated to the task, it is usually the case that outsourcing to a professional document scanning service provider is the more sensible option. To up the costs of utilising a member of staff, setup time and the expense of gathering together all of the data and then indexing it once digitised and it is easy to see why so many companies rely on Pearl Scan.
There are many reasons why scanning documents helps ensure full compliance with GDPR regulations:
We have been operating a secure document scanning centre for over 15 years and have worked with a vast array of organisations from every different industry sector. Having scanned just about every type of paper document imaginable, we have the skill, knowledge and expertise to process even the most sensitive of data, transforming it into easily manageable data files.
For this reason we are trusted by many of the UK’s most highly regarded organisations. Get in touch with us today and find out how we can help you achieve GDPR compliance by making use of our Document Scanning Service.
In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.
Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.
We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.
The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.
Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.