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File security and control

The responsibility and supervision of data protection is never far from our minds or the news headlines.

There is a raft of legislation including the Data Protection Act and the Freedom of Information, as well as various regulatory bodies ensuring that companies in specific sectors comply with necessary governance.

Due to the increasing number of regulations and need for operational transparency, organizations are increasingly adopting the use of consolidated and harmonized sets of compliance controls. This approach is used to ensure that all necessary governance requirements can be met without the unnecessary duplication of effort and activity from resources.

When managing and holding information about individuals, whether in hard copy paper files or in a digital format it is crucial to remember the 8 guiding principles from the Data Protection Act.

Secure systemsData must be:

    ∙ Fairly and lawfully processed

    ∙ Processed for limited purposes

    ∙ Adequate, relevant and not excessive

    ∙ Accurate and up to date

    ∙ Not kept for longer than is necessary

    ∙ Processed in line with an individual’s rights

    ∙ Secure

    ∙ Not transferred to other countries without adequate protection
There have been many high profile cases of non compliance where some of our largest institutions have been left wanting in one or more of the above and have therefore had substantial damages awarded against them.

Docudex office technology solutions can help your company to address these issues and make sure that you stay on the right side of the law by implementing some safe guards focusing on the way that information is stored either in a physical or digital format.

Docudex solutions key features include:Secure systems
    ∙ Only accredited users with the correct permissions can retrieve documents

    ∙ Document access requests are via Document Management Solutions with availability 24/7

    ∙ All file activities are tracked and monitored, giving comprehensive audit trails

    ∙ High security locking features and fire protection can be added to physical storage solutions

    ∙ Attempted retrievals for non-authorised file requests are logged and monitored

    ∙ One common technology platform giving access to both physical and digital files

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