• March 23, 2018

How will GDPR affect your paper document storage?

When it comes to storing documents in the office, there are several factors that you need to be mindful of. 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?

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What is GDPR?

GDPR stands for General Data Protection Regulations. These regulations have been initiated across Europe (not just the UK) to replace the Data Protection Act.

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. Although you may already have a suitable filing system that works for your business, GDPR may alter this slightly to ensure that any records are stored securely within your office.

Changes have been made to the Data Protection Act to strengthen the safety and security of clientele. Anyone who’s found not complying with the regulations this summer can expect to be faced with a fine for compromising the privacy and confidentiality of clients.

Document storage.

Depending on the type of records you need to keep hold of, this can alter the length of time it can be stored. When storing any documents in your office, don’t forget about the required use date. Once documents are no longer required, it’s your responsibility to destroy, delete or shred them, ensuring that there is no trace to be found.

If you’re looking for a suitable storage solution for paper documents, you’re in capable hands with us at eSafes. We supply a complete range of data safes, each of which is priced affordably and suitable for all media types.

Confidential information.

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.

Any documents that incorporate sensitive data can compromise the privacy of clients, hence why you should never leave such documents lying around your office! So, if you handle any documents that incorporate clients names, addresses or personal information, think about where you’re leaving it.

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. Can you afford not to check them out today?

Adherence to GDPR Guidelines.

Something that we are often all guilty of is overlooking cybersecurity and hacking. Any data that is printed or stored digitally needs to be stored safely to protect client’s confidentiality.

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.

Go paperless!

A paperless office is a new concept for various businesses. Choosing to go paperless will allow you to meet the GDPR deadline, making sure that you’re prepared for the regulation changes in May. 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.

Cutting down on the number of paper copies you deal with will allow you to prevent fraudulent activity. To avoid “anyone” reading clients personal information, going paperless is ideal.

Document backup.

Keeping a copy of your documents is always a good idea if you’re prone to putting things down and losing them!

To keep a digital copy of all documents, we recommend scanning them as you go- otherwise, this could be a long process. Once you’ve scanned the documents, make sure that they are disposed of efficiently, preventing them from going walkabouts in the office.

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 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.

Investing in a safe.

Storing paper documents is easy- why not find a suitable office safe from our extensive collection, here at eSafes? Our office safes are guaranteed to prevent papers going missing, providing you with an appropriate place to file them.

We can offer you a highly resistant solution for protecting your documents, keeping your client’s private data just that... PRIVATE!

You can rest assured that any of the office safes that we supply for businesses are designed to withstand physical attack, whether it be a burglary or a fire. 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!

The data safes that we provide are priced competitively, making sure that you receive the best value for your money.

Safe storage.

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). Office safes are extremely spacious and can accommodate various volumes of documents, offering a solution for safekeeping clients confidential data.

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.

From our great range of data and office safes, we provide a variety of solutions that are guaranteed to enhance security within your business. 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.

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.

Need to know more about how GDPR will affect paper document storage? Don’t hesitate to get in touch with eSafes today. Simply call us on 0800 783 2328!

  • March 23, 2018