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Is the hassle of managing your paper records stifling your business? Does it take too much time to find the documents you need? Are you running out of office space? Here are the top ten reasons to scan your documents: 1. Your Customers Deserve the Best Happy, satisfied customers are the blueprint for a successful business. Document scanning ensures your customers get the information they need fast. Digital invoices, contracts,…

Your organisation uses some files every day. You also have files that don’t see day-to-day use but must be retained for administrative purposes, retention requirements, or legal compliance; these are inactive files. Do you have a strategy for keeping them organised, accessible, and secure? Here are several tips for managing your inactive files: Review Your Retention Schedule Your record retention schedule establishes a timeline for which files to keep, whether…

New standards for the General Data Protection Rule (GDPR) went into effect on May 25, 2018. They affect any EU business that collects data from customers. One of the key factors in the new standards is that companies must take a strict approach to ensuring personal data is deleted when it no longer needs to be stored for the purpose it was collected for. GDPR non-compliance penalties are substantial: up…

Data security experts all echo the same sentiment: “It’s not if your organisation will be breached, it’s when.” Does your business have a breach response plan? In this blog, we offer several steps to take after a data breach so you can create—or update—your breach response plan. Stay Calm A data breach can cause widespread panic throughout your organisation. The key is not to overreact. As a leader, you must…

Every business needs a data backup plan. But data protection doesn’t end after your data is backed up. Here are several tips for protecting and preserving your backup media: Tip 1: Don’t Take Media Home Many small business owners take their backup media home with them. If you’re one of them, ask yourself the following question: What will happen to your data if tapes are stolen from your car or…

Every document scanning project needs a road map to ensure its success. Here are several guidelines to follow when digitising your documents: Planning Without a plan, a project scope can expand endlessly or fizzle out before the goal is reached. Know your workflow objectives, file activity levels, and retention requirements before you start scanning. Your most active images will need to be easily accessible. Archival images should be stored in…

In an age where digital information rules, it’s easy to dismiss hard copy documents, even though they play a critical role in your business. Key documents help your organisation document compliance, ensure due diligence, and support ongoing business operations. In this blog, we review four major reasons to have a document storage strategy. Reason 1: Office Space is Expensive Renting an office in Greater London isn’t cheap. You need to…

It’s not easy handing over your sensitive data to just anyone. You must be 100% sure your information is stored, managed and protected with utmost care and security. When choosing a media storage and rotation vendor, ask the following questions: Q: How will my data tapes be stored? A: Magnetic data tapes are susceptible to damage from even the slightest environmental conditions. That’s why they should be stored in a…

A corporate data security policy needs to include reliable and secure document disposal practices. As identity theft and business fraud rates rise, there’s a bevy of on-site and off-site shredding vendors competing for your business. But which privacy protection option offers the best overall value for your organisation? In this blog, we offer a head-to-head comparison of off-site vs. on-site shredding so you can decide for yourself. On-Site Shredding An…

Failing to manage your documents efficiently and securely can cost your organisation time, money, and legal problems. Is your document management plan up to par? Here are five common document management mistakes to avoid. Mistake 1: Not Following a Retention Schedule This may sound like a no-brainer, but many organisations don’t know what documents to keep, how long to store them, and when they should be destroyed. A retention schedule…