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How Will the New GDPR Regulations Impact Upon Your HR Department?

Image displaying a section of an industrial shelving unit that has a shelf full of HR office box files which makes complying to GDPR difficult when working with paper files. Pearl Scan's HR document scanning services in London can digitise your paper files to digital, which will enable an efficient process with complying to GDPR.

The month of May will soon be upon us and that is the time when the new GDPR (EU General Data Protection Regulation) will come into force. All businesses, no matter their size, will have to comply if they deal with employee personal data so, understandably, many of them are already worried about how it will impact upon their HR function.

HR responsibilities will increase

Whether companies have a fully-fledged HR Department or just one person dealing with that side of things, their obligations are going to be increased. As far as staff personal data is concerned, they will now have a right to access it or ask for it to be amended or deleted. HR departments will also need to overhaul their processes and systems as they will need to make staff aware of how long their data will be stored for and whether or not it will be shared with any other third party. At the same time, HR service providers that deal with employee data on behalf of employers will also need to pull their socks up if GDPR is not to catch them out.

At the moment, HR Departments can hold reams of data, relevant to current and former employees, as well as those looking for employment. If this is stored on paper or on computers that are openly accessed by others, this will no longer be compliant, particularly if medical or trade union records are included.

HR departments needs to 'up the ante'

GDPR will take no prisoners and those that fall foul of the rules will suffer, being hit with severe penalties and fines. The only way that this can be avoided is by HR Departments doing the following:

  • Obtaining employee consent
  • Being fully accountable
  • Respecting employee rights

The main thing is that all HR functions will need to be taken care of with total security and privacy of personal data being considered. Whether information is stored on paper, on a computer database or within a specialise CRM system, all of the following are essential functions that will need to be attended to:

  • Secure retention of data
  • Easily accessible targeted information
  • Displaying full transparency and accountability
  • Using data for only the purpose for which permission was given

HR departments need to be proactive

The image is displaying a check list on clipboard. HR departments throughout London and across the UK need to proactive to keep up with GDPR.

So in addition to all of the above, as a UK business that deals with confidential employee data, what else should you do to get your HR Department in good running order as far as GDPR is concerned? Depending upon how many staff you have, you may wish to consider appointing a ‘GDPR Manager’ who will be fully responsible for taking care of all things related to the new regulation. It goes without saying that they will need to understand the new regulations inside-out and that ensuring your company complies will be on their head. Failure to do so will damage your reputation as well as your bank balance so the person assuming this role will need to be dedicated, detailed in their approach and proactive. Whilst this may result in you paying an additional wage, when compared to the fines that could be levied against you for breaking the rules, it is an expense worth having.

GDPR fines will fall into two categories:

  1. Up to 10 million Euros or 2% of the company’s global annual turnover of the previous financial year.
  2. Up to 20 million Euros or 4% of the company’s global annual turnover of the previous financial year.

How can document scanning help ensure GDPR compliance?

The Pearl Scan's document scanning service offers the perfect solution for security and manipulation of paper files. By scanning them in, we make it possible for companies to be sure that they are not breaking any rules. All personal data currently on paper should be converted to digital thus ensuring compliance, avoiding fines and providing a good ROI. Outsourcing this task will save a great deal of time and money as speed and efficiency will be ensured and your staff will not have to be removed from other tasks. For this reason, many companies are relying on Pearl Scan to assist them.

How does document scanning help with GDPR compliance?

Scanned documents can help your business to guarantee GDPR compliance due to the following:

  • Data retention – Data retention is taken care of much more easily, particularly if software is used to set rules and processes. Once guidelines are in place, the software will do the rest. Even if a breach occurs you can show that you did all possible to comply and may avoid huge fines.
  • Security and privacy – Why take the risk of leaving sensitive data on paper files? Easier to copy, steal, lose or destroy, it is only when digitised that they can be password protected when stored. You can even add digitally encryption for a belt-and-braces approach.
  • Image is displaying a monitor with has document management software open similar to our Halogen software that is free for our clients throughout London and the UK.
  • Data Search and retrieval – Compare the time taken to access important data in a paper file and then compare it to a computer based data search and you will see why having digitised files is essential. GDPR Article 17 makes it clear that: “The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay.” Fulfilling this task manually with paper files will be a nightmare, wasting time and money. With digital files it takes just seconds. When employees ask for their right of access, right to rectification and right to restriction of processing, digital is king.
  • Cost – This is an easy one as the cost taken to process paper files compared to digital is much higher due to time taken and staff deployed on specific tasks. With digital also enabling you to better avoid fines, it makes so much sense to go down this rout

Trust Pearl Scan to take care of your document scanning

When looking for a professional and reputable company to turn your paper files into digital versions, enabling you to comply far easier with GDPR, Pearl Scan are experts. For over 15 years we have been working with organisations across every sector to scan their paper. Even the most sensitive of data is converted to digital in our capable hands.

Trusted by so many businesses, make us your chosen partner to help you to work towards and maintain full GDPR compliance. Get in touch with us today to find out more about our Document Scanning Service.

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Five things that happen immediately after going digital

Five things that happen immediately after going digital

Going paperless using a document scanning service is one of the most progressive and beneficial steps you can take for bringing your business up to date, and there are a number of benefits that you’ll begin to notice as soon as you make the switch. If you’re a business considering document scanning in London, here are five things that happen immediately after going digital:

Your working environment will be cleaner and tidier

Imagine how much less clutter you’ll have loitering around the office without stacks of paperwork clogging up shelf and desk spaces. This will make for a more streamlined atmosphere overall, but it will also make keeping everything clean a much simpler, quicker process as you won’t need to move documents around and worry about replacing them in the same order. Bins will no longer be full of discarded notes and will need emptying less frequently.

Your energy bills will be smaller

When using document scanning, you will notice that your printers will be used less and photocopiers and fax machines become virtually redundant. Appliances such as these are a huge energy drain and, especially for SMEs, the impact of not using them could be considerable. You’ll also be reducing your carbon footprint. The average tree produces around 8,000 sheets of paper, so when you consider how much paper your business used to use, you can get an idea of how many trees you could potentially be saving with a document scanning service.

Your working day will be much faster

Paper documents are easy to mislay and misplace, and finding the right sheet can be like trying to find a needle in a haystack. After going digital you’ll eradicate all those frustrating hours spent hunting for physical copies of information, as everything will be stored safely and organised in a way that makes it simple for you to access exactly what you need.

Your workforce will be more efficient

Digitised documents can be viewed remotely and can be shared with as many people who need them at any one time. Staff won’t need to waste time scanning information to send to clients, or worse, having to post it out to them, which also runs the danger of misplacement. Digitisation makes everything happen faster.

Your auditing process will be far simpler

Even small businesses will have guidelines to follow regarding compliancy, and if you outsource your accounts you’ll also see an immediate benefit from going paperless. You can give each document relating to your invoices or bills a unique number, which creates an audit trail that is simple to keep on top of. You will also be able to keep a history of any amendments such as payments.

To enjoy these benefits yourself, learn more about the document scanning services in London offered by the team at Pearl Scan online.

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3 reasons why you should be using invoice scanning automation

A messy pile of paper invoices on desk. We offer Invoices scanning services in London and throughout the UK. Every financial depart in London and across the UK can work more efficiently with digital invoices and securely store invoices in digital storage with us

Regardless of the industry your company operates in, whether you are in technology, marketing or music, it is likely that you will have a busy accounts payable department to ensure that all of your invoices are paid on time. What’s more, they will work hard to ensure that all necessary documents are filed correctly in order to remain compliant with HMRC guidelines. However, no matter how diligent and well trained your accounts payable staff are, it can be very difficult to keep track of and manage huge amounts of financial information, especially when it is stored in a variety of physical and digital formats.

Invoice scanning solutions, such as invoice scanning automation can revolutionise the daily process of your accounts payable department

Safely storing data in a way that is easily accessible, saving your business time and money. If you’re still not sure about what accounts payable automation is, or how it can help your company to operate, here are three reasons why you should be using invoice scanning automation.

1. Your time is saved when searching for invoice files

While many may think the process of matching up purchase orders and more is a simple task, the reality of the job is much more challenging. Even with an efficient storage system in place, searching for each particular file is difficult and time consuming. Choosing an invoice scanning service from us means that all of your files will be scanned and uploaded to your document management system using OCR technology, making every document fully text searchable. Time that was spent manually searching through virtual and physical filing systems is reduced to just a few clicks, freeing up more of your accounting staff’s working day to concentrate on other tasks.

2. Scanned invoices are HMRC compliant

HMRC states that a business must keep its records in order to create a Self-Assessment tax return. However, there is no limit to how these records can be stored, and on GOV.UK website it notes that ‘You can keep them on paper, digitally or as part of a software program’. Choosing to digitise your accounts documentation as part of an automation service can keep your business complaint.

3. Your invoice data not to be accidentally damaged or destroyed

It is important to keep a safe and secure record of your businesses accounts files, not only to keep HMRC compliant but in order to maintain an overview of the actual spending of your company. Keeping these files in a physical format runs the risk of this information being lost, damaged or destroyed. Storing them digitally via an accounts payable automation system ensures that no data is ever misplaced, ready to be used when it is needed.

These are just a few reasons why you should be considering to use invoice scanning automaton. The use of a digital invoice is becoming increasingly popular with businesses in London and throughout the UK and invoice scanning services is what we offer through our professional scanning services in London. You can get in touch with us to find out more information about our invoice scanning services.

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Why choose Pearl Scan

Document scanning | Audits

We are backed up by external quality and security audits. Our operations have been audited and approved by many NHS, Local Authorities, Private blue chip companies and we pride ourselves on the high levels of quality and security we provide to each and every one of our clients.

Our data capture and document scanning services offered in London are accredited to industry standards.