What does this mean for your business?
Due to individuals now having the right to access and request their documents, organisations should be prepared to send an electronic copy of the data that illustrates how the data is being used and for what purpose, if it was requested electronically, within 30 days. For instance, if the request is made via email, the information should be provided in a commonly used electronic format, such as a pdf.
It would be very impractical for businesses if a large quantity of people requested a copy of their personal data, as it would cost time and money when constantly sending the documents over. If the individual requests for the copy over email, it’s essential that an electronic copy is sent.
Scanview UK can scan your company’s documents that contain personal data e.g. HR records that need to be managed efficiently, with an audit trail of how the data is being processed. The company can index the documents by employee name, which allows each file to be easily searched and sent over quickly.
Organisations are also expected to only store personal data if it’s absolutely necessary and in secure premises. Scanview UK's archiving services provide a fully secured facility, with the ability to provide a full audit trail of all staff and processes.