GDPR Document Storage

 The 2018 General Data Protection Regulation (GDPR) aims to improve the handling of any personal data. This data includes names, addresses, payment information and any other personal data that can identify an individual.

Cleardata’s professional, ISO-certified archive storage services help to ensure your outsourced document storage is GDPR compliant. Cleardata has assured its business to BS 10012 the Personal Information Management Standard, closely aligned with the EU GDPR principles. 

GDPR Compliance
The GDPR comprises a comprehensive set of rules for protecting personal data, full details of which can be found on the ICO website

Managed document storage is a key part of the GDPR, as under the legislation individuals can request confirmation of how, where, and for what purpose their personal information is being used. Under these regulations, a person has ‘the right to be forgotten’ from a database, with their information deleted entirely from it. The data collector is required to give a copy of the personal data in the specific format of its use.

Businesses must have secure accessibility, storage, and management of the confidential data they collect, in both physical and electronic forms. This helps to avoid a data breach, as documents left lying around in the office, at home, or whilst being transported, can be accessed by unauthorised individuals or stolen. Documents must be in an accessible and organised system, as any data request should be fulfilled within 30 days.

There are severe consequences for businesses failing to comply with GDPR, such as a fine of the greater amount between 4% of the company’s annual turnover or up to €20 million.

Outsourcing for secure off-site document storage and document destruction can reduce the headache GDPR can cause for businesses, freeing you and your employees from additional stress and giving you more time to work on other parts of the business.

Cleardata’s Document Storage Credentials
Cleardata handles data for NHS Trusts, Local Authorities, Central Government Organisations and many more throughout the UK. They are GDPR-compliant and certified with BS 10012 Personal Information Management, ISO9001 for Quality Management Systems, ISO27001 for Information Security, Cyber Essentials Plus and more. In addition, the company has passed various archive storage audits and inspections carried out by the NHS, pharmaceutical customers and other blue-chip organisations.

 What Cleardata Document Storage Can Offer

Secure facility
Cleardata offer secure archive facilities boasting state-of-the-art security technology. The facilities feature enhanced fire detection, water detection, advanced surveillance, alarm systems and biometric fingerprint entry to ensure the utmost data protection. Staff are DBS checked and security cleared to handle sensitive data.

Document collection and delivery is available throughout the UK with fully qualified and security-trained drivers. Documents are boxed up and indexed with barcode labelling, keeping them easy to locate at all times. A full audit trail is available throughout the entire archiving process, showing any interaction with your archives by name, time, location and date. 

Online Archive Management System
With a bespoke archive management system, you stay in control of your documents. Cleardox AMS is GDPR-compliant, allowing users to request file retrievals, manage storage dates, request destruction, run reports, and see a full audit trail of any physical activity with their documents.  Authorised users receive automatic emails to show records due for destruction, ensuring your business only retains documents for the required period, avoiding unnecessary archiving costs.  This ensures your business has visibility of offsite records and provides an automated solution for managing the full archive lifecycle.

Scan On Demand
Cleardata provide a scan on-demand service for easy access to your files whenever you need them. The clear storage indexing process allows for efficient and timely retrieval of documents to meet data requests within 30 days. Files can be sent by encrypted file transfer via an SFTP connection to expedite the process of file retrievals. 

GDPR Document Shredding
Many documents are legally required to be disposed of after a set time period. This amount of time varies depending on the type of document, so should be individually checked.

Cleardata offers a secure on-site shredding service and can label documents with dates for destruction, so you don’t have to keep track. This allows the efficient destruction of documents with a full audit trail in line with BS EN 15713:2009 Code of Practice.

Cleardata have a Certified Information Privacy Manager (CIPM) and a consultancy services team available to help guide you through General Data Protection Regulations and what they mean for your business. Call today on 0800 046 8081 or contact us.