We work with a wide range of public sector organisations. Our secure facilities combined with our innovative use of document tracking software is a key strength.
Information security breaches can cause real harm and distress – lives may even be put at risk. For example witnesses are at risk of physical harm and offenders are at risk from vigilantes.
The Data Protection Act 1998 details eight principles for managing personal data. Principle 5 states “personal data shall not be kept for longer than is necessary”. Principle 7 of the Act states – appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
Document Scanning – Public Sector Case Study
Client – Probation Service
The Probation Service has 9 regional centres. Each centre had a different database for controlling highly sensitive files. There was no proper retention scheduling or controlled destruction process. It was a potential minefield from a data compliance.
Topwood Ltd was selected to catalogue and index all records to a single database. The files are transferred to our secure storage facility. Using our management software we then worked with our customer to appoint Record Managers in each of the offices.
A Certificate of Destruction is made available to the client on a monthly basis. This closed chain of custody can also apply to wheelie bins and sealed crate boxes for almost any business in the retail, financial, legal, and manufacturing and public sectors. All off-site shredding is recorded on CCTV and copies retained by ourselves for a minimum 36 months.
The result is that all records are held in a secure single location controlled by dedicated Record Managers. The Record Managers have authorised access and can login to manage their records on-line. Once items are approved for destruction there is a secure chain of custody and the Certificate of Destruction provided at the end is just that.
“Our staff in the business units can now concentrate on their core business and I am 100% sure that through working with Topwood, the Records Managers are compliant with all rules and regulations regarding the management of client files. With all of the changes that are coming our way in the public sector Topwood have some great ideas and innovations that will help us with the challenges of change” – Head of Information Security.