Document and Data Security – Human Resources Case Study
Client – A North West Global Consumer Manufacturer
Service(s) provided – Secure Document Storage / Document Indexing and Archiving
The HR manager was concerned that the current archiving and retention scheduling was not up to par with the upcoming GDPR due to be enforced in May 2018. The firm were storing all of their archiving in their warehouse, which was neither securely stored nor preventing prying eyes from employees or visitors to the site. HR was concerned that they didn’t fully know what was stored in the archive boxes, but that they did include old CV’s, unsuccessful applicant information, old training files, pension details, interview transcripts, payroll details, salary records, employee contracts all dating back to 1997.
They requested Topwood review their storage and destruction processes, which identified the following issues:
- No file indexing
- No retention scheduling
- No access control
Topwood found that the current layout of HR archiving meant that, under the new GDPR regulations this organisation could face huge penalties. With individuals being granted “the right to be forgotten” and less time to respond to subject access requests, this firm was going to be facing huge time wasting efforts to identify personal details for destruction from the large archiving in the warehouse. This issues would ultimately result in a failure to comply with the new GDPR and could result in large fines.
Following the review of their storage and destruction process, the North West firm were provided with the following solutions:
- All archiving to be indexed at file and employee level for an instant retrieval system
- Once identified, files would each be assigned a date for destruction – in line with their new retention schedule.
- Once files were indexed by Topwood, the North West firm stored their long term files off-site at Topwood’s secure document storage facilities, and kept their current files on-site using the new indexing system.
In this case Topwood were selected as the data destruction partner, as the integrated storage, scanning and shredding services resulted in a quick and easy service. It also meant that the firm had one company dealing with their files from cradle to grave.
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