GDPR COMPLIANCE
Securely Store, Scan & Shred

You only have until May 25th to comply with the new EU GDPR regulations. We’re here to help. Our services will ensure that you’re compliant, responsive and ready for the changes ahead.

GDPR Compliance Storage, Shredding & Scanning

With our in-house GDPR qualifications and expert solutions, we are ideally placed to help you put together a strong, secure system that protects your data and helps you comply with GDPR.

Security Solutions for GDPR Compliance

More extensive in scope and application than the current Data Protection Act, the EU GDPR extends the data rights of individuals, and requires organisations to develop clear policies and procedures and adopt appropriate technical and organisational measures to protect personal data.

As a result, GDPR will make crucial changes to the way in which you store and access your files. With shorter timescales for Subject Access Requests, stricter requirements for storing data and harsher punishments for data breaches, it’s vital that you know exactly where each and every record you hold is stored to ensure compliance and enable fast, secure retrieval.

Experts have expressed their fears that many organisations do not fully understand the complexity of GDPR and are not prepared for the changes ahead. Organisations must develop a holistic understanding of their current data security measures and carefully consider how data is produced, handled and treated and whether it is released in the correct manner.

With loss and theft of paperwork, insecure file storage, improper disposal and data sent to the wrong recipient recorded by the ICO as some of the biggest data breach risks, it’s clear that the secure storage, access and destruction of documents are key areas to confront. Fortunately, these are our areas of speciality.

GDPR-Compliant Storage, Indexing & Cataloguing Services

While much of GDPR focuses on digital security threats, it’s important not to forget about the potential risks posed by physical documents. It’s vital for compliance that personal data in paper format isn’t left insecure. Storing confidential files offsite in a dedicated, secure facility ensures that documents are properly locked away with limited access.

Designed to safely store thousands of physical documents, our storage facilities prevent loss, theft and forgotten data. Physical and electronic safety measures provide full protection against fire, flood and theft, while advanced indexing and tracking software simplifies retention, speeds up retrieval and creates a full audit trail.

In previous years, simple box-level storage allowed for each box to hold a number of records and be broadly catalogued according to a from/to sequence or by admittance date. GDPR, however, requires all individual records to be identifiable, making accurate file listings for all records a critical endeavour.

Fortunately, our efficient, secure file-level indexing service not only ensures that you know exactly where each and every file is stored, but it also improves the speed of data retrieval operations and helps you to retrieve individual files with ease.

Secure Scanning & Fast Scan Back for Subject Access Requests

Scanning and digitisation heightens document security whilst also improving ease of access and tracking for authorised users. Indexed as required and stored in a secure online database, expertly performed digitisation reduces the likelihood of personal data being lost, stolen or forgotten about.

All three of these risks are major, but the latter issue is key. With GDPR setting out new rules on legal time limits for retaining personal data, organisations need to have a tight grasp on the legal retention period of each piece of personal data they have in their possession. Digitised files and our advanced tracking and retrieval software makes it vastly easier to keep track of legal retention periods.

Organisations will also have less time to comply with subject access requests under GDPR. Information will therefore need to be provided without delay within 30 days of receipt of the subject access request instead of the previous 40 days allowed under the Data Protection Act. This means your organisation will need to be able to quickly isolate the specific data upon request.

Our scan on demand service allows you to act fast on subject access requests. It makes archived records quickly available to the subject access requestor within the new 30 day timeframe. We also offer standard next day delivery service for all records stored with us.

Confidential Shredding, Secure Deletion & Privacy By Design Processes

GDPR specifies that personal information must be securely deleted once it is no longer required for the purpose it was originally obtained for. Organisations must, therefore, ensure that confidentiality and compliance is maintained to the very end.

To ensure that confidentiality is protected end-to-end, it is recommended that you work with organisations who take a ‘privacy by design’ approach to their projects and processes. This means that privacy and data protection compliance have been considered right from the very start, rather than added on as an after-thought once GDPR started to loom.

This approach is essential for minimising privacy risks and that’s why it’s always been a core concept for us here at Stor-a-File. Our privacy by design destruction process ensures that personal and sensitive data is protected from the moment the documents are collected to the time they are quality checked, cross cut shredded, and then mixed and baled for recycling.

Our professional shredding services conform to the strict standards of the BS EN 15713 Secure Destruction Of Confidential Material standard, which means that we dispose of confidential waste in a secure, controlled manner; and that our process is regulated by continual external audits to minimise risk.

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A native species tree for every 100 boxes we store.

GDPR Compliance Storage, Shredding & Scanning

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  • Stor-a-File have worked with Leicester City Council on several major storage and digitisation projects since 2013… We found them responsive, reliable and easy to work with.

    Matthew Johnson, Enterprise Content Manager, Information Services
    Leicester City Council

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  • Twice yearly we carry out physical inventory for the whole plant which results in a considerable amount of data to process. We have been using Stor-a-File for a number of years to process the data and have found them to be efficient and accurate in the keying of this data. As well as data processing they actually pick up the packages and deliver them back to us when complete. Stor-a-File work weekends to accommodate our schedule for completion of data – if you are looking for a solution to solve a problem relating to data capture we would not hesitate to recommend them.

    Fiona Campbell, Accounts & Finance
    Toyota Motor Manufacturing UK Ltd

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  • The biggest benefit to us is that you are so versatile. Urgent deliveries within 2 hours (normally less than this though in practice) as you are so local. Notes available within the same space of time that we work to onsite.

    Debbie Waters, Service Manager, Medical Records,
    University Hospitals of Leicester, NHS Trust

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  • Stor-a-File is our preferred partner for returned mail processing and the processing of this data, and we therefore promote their services to our clients. Stor-a-File has to comply with the data protection, information security, people screening policies that our clients impose on us through their Master Services Agreements. We perform regular audits of Stor-a-File and have never had any issues. Our clients that use Stor-a-File come from a range of sectors (Banking, Telco, Retail) and are blue chip/high street names that place data protection, service levels and operational robustness at the top of their priorities and Stor-a-File deliver on those for them.

    James Dand, Client Director, Consumer Insight & Targeting
    Experian

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  • We have worked with Stor-a-File for over decade now and have received a high quality and responsive service, adapting to our changing requirements.

    Matthew Thurland, Service Manager - Outpatients & Medical Records
    Kettering General Hospital NHS Foundation Trust

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Unit 5, Wanlip Road Ind. Est,
Syston, Leicestershire, LE7 1PD

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