Files and paper-based records are notoriously inefficient, take up lots of space in the office and don’t always comply with data protection regulations. Let Xenith work with you to assess all your paper-based information to suggest what should be kept, digitised or thrown away.
Why conduct a file audit?
General Data Protection Regulation (GDPR) replaces the UK Data Protection Act 1998 (DPA) on 25 May 2018. Both pieces of legislature are designed to protect personal data of individuals & give them control over their data. The GDPR requires you to show how you have made your company accountable for keeping personal information safe.
File audit helps with GDPR compliance because:
- It will help to incorporate your paper-based information into your digital security strategy if you have one.
- It will help you to quickly and easily comply with Data Subject Access Requests (DSARs) which any individual can make to get a copy of their personal information when the GDPR comes into place. Digitising enables word searches to pull up relevant information rather than having to go through tonnes of paper records.
- It will help you to understand how much personal or confidential information you hold in the first place.
- The completion of the File Audit as well as the documented report will illustrate the steps your company has responsibly taken to comply with the GDPR.
The vast majority of efforts to digitise have been focussed on the customer journey, and not on back-office processes.
The disconnect between digital customer journeys and manual or paper-based back-office processes create what we call a 'digital gap’, generating more paper & room for error, halting efficiency and ultimately impacting the customer experience itself. In fact, according to AIIM, businesses generate more paper now than ever before.
Analysts IDC agree, stating that the biggest opportunity to realise the benefits of digitisation lies in 'operational improvements' and 'support functions’. The ‘digital gap’ is further illustrated by research from AIIM that says “On average, 45% of documents that are scanned are 100% “born digital”.
Free up the space that is currently being used to house your paper based information – warehouses, filing cabinets, and that drawer you intended to clear out last year. The clutter free physical environment will not only increase the real estate you can use for more business critical tasks, but will also help you to focus your worker’s minds on what’s important.