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          <option value="">Where did you hear about us?</option>
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        <span>By ticking this box, I confirm that I have read and fully understood Storetec’s <a href="/perch/resources/storetec-data-privacy-policy-2019.pdf" target="_blank">Privacy Policy</a> which outlines how my data will be handled.</span>
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Contact Us Today
Blog / 30th January 2023


ARE YOU DEALING WITH YOUR CUSTOMERS' SENSITIVE INFORMATION PROPERLY?

All businesses today will have some form of process in place to protect their
customers' information, but if your customers are your most important
relationship, how can you make sure that you're doing all you can to uphold your
duties to them? Digitising your documents should be part of your answer. 

More than losing your customer's trust, a serious breach of the UK GDPR could
cost you up to £17.5m or 4% of your total annual worldwide turnover. Therefore,
we have put together some undeniable benefits of digitising your valuable paper
records:

Increased security: Whilst documents exist in hard format alone, they are always
at risk of loss, theft, or damage. By digitising your documents, this single
point of failure is removed, as documents can be securely stored and backed up
to ensure they are never at risk of permanent loss. You might be worried about
cyber theft, but in both 2019 and 2020, there were more reported incidents of
data breaches resulting from paperwork being lost or stolen than resulting from
ransomware. According to the ICO, one London pharmacy was fined £275,000 for
failing to ensure the security of special category data. The company left
500,000 documents in unlocked containers at the back of its premises, including
the names, addresses, dates of birth, NHS numbers and medical information of
multiple people.

For employees working remotely, most companies will use a virtual private
network (VPN) to create an encrypted connection from the user's computer to
their company's IT system. Accessing confidential electronic records from home
without the correct security provisions in place may put businesses at risk of
cyber theft and fraud. Article 32 of GDPR states that businesses should
implement appropriate technical and organisational measures to ensure document
security. Meaning if employees are working from home and accessing confidential
personal information, there must be appropriate security provisions in place,
such as data encryption. Storetec's cloud-based document management system
FreeDocs allows for secure remote working as data encryption is a key feature of
the database. Dedicated 'Super Users' on FreeDocs can also restrict user access.
This means employees working remotely could potentially be restricted over
printing, emailing and accessing certain confidential documents. Being a
cloud-based system, FreeDocs has the benefit of being accessible from any device
with internet access from anywhere across the world.

Retention periods: It is your duty under GDPR not to keep personal information
for longer than you need it - for most businesses, this means setting standard
retention periods. But it can be difficult and time-consuming to comply if you
hold physical paper files. You can automate the process with digitised files by
applying different retention periods to different file types. Within FreeDocs
Cloud, you will get notifications when files are coming up to their retention
period; imagine the time and resources saved. Implementing a concrete policy
helps to preserve compliance for the future and can help build trust with
prospective clients or future customers. 

Right of access: GDPR allows your customer to ask for a copy of any personal
data you may hold on them. Think this won't affect your business? Think again.
Right of access complaints made up 37% of all data protection complaints in the
UK last year, making it the top reason for complaints. Paper documents make it a
lot harder to locate a file within an archive room within a limited amount of
time. Our proprietary document management system, FreeDocs Cloud, gives you the
ability to search millions of documents in a matter of seconds. Optical
Character Recognition (OCR) software is applied to make the PDFs fully text
searchable, allowing for a full keyword search over the database, bringing
up any PDFs that contain the keyword. You can also search for multiple keywords
using the 'AND' search function, such as name and date. This full-text search
capability ensures you will be able to comply with any data requests from your
customers within a limited time specified under GDPR.


NOT JUST FINANCIAL

Data breaches aren't just about fines; the impact of a breach on an
organisation's reputation can be immense - 33% of businesses say they've lost
customers and that it's taken a lot of time and resources to put it right.
Research has also found 41% of customers say they'll never return to a business
after a security issue, and 44% say they'll stop spending at least temporarily.
More than losing your customer's trust, a serious breach of the UK GDPR could
cost you up to £17.5m or 4% of your annual worldwide turnover. Don't put your
business at risk - get in touch with us today to speak about how we can help
your data security and compliance. Take advantage of our document management
consultancy service; we can work with you to review your archive and decide on
the documentation which must be retained and what can be destroyed and
recycled. 

Contact us today to book a free on-site audit at your convenience. Otherwise, we
are available for a remote call on Teams/Zoom or any other preferred platform. 

T: 0800 612 4065

E: sales@storetec.net

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LATEST BLOG ARTICLES

 * 14th February 2023
   
   MEET NEIL, OUR CEO

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 * 8th February 2023
   
   IF YOU’RE AN NHS TRUST, DID YOU KNOW YOU CAN GET FUNDING TO DIGITISE YOUR
   PATIENT RECORDS AS PART OF THEIR FRONTLINE DIGITISATION PROGRAMME?

 * 6th February 2023
   
   MEET GAVIN, OUR BUSINESS DEVELOPMENT MANAGER

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