How to Manage Customer Information Successfully with Digitisation

By Key Digital

02 Mar 2023

Security Mobile Device

Protecting sensitive customers' information is a duty that underpins the vendor/customer relationship. It is important that businesses have the proper process in place to protect this information. Digitisation of paper documents should make up part of the data protection process.

Losing customer data would not only cause a serious void in their trust, but a breach of the UK's General Data Protection Regulation (GDPR) could cost you up to £17.5m or 4% of your total annual turnover.

Here we have put together some of the benefits that digitisation of paper records can bring for your organisation:

Benefits of digitisation

Increased data security

Physical paper documents are at permanent risk of damage, loss or theft. Digitising documents removes the "single point of failure" problem allowing your documents to be stored and backed up to create secure copies that are never at risk of permanent loss.

 Data Security

While attempted cyberattacks have been increasing in prevalence over the years, in both 2019 and 2020 there were more reported incidents of data breaches resulting from paperwork being lost or stolen than resulting from ransomware.

According to the ICO, one London pharmacy was fined £275,000 for failing to ensure the security of special category data. The company left approximately 500,000 documents in unlocked containers at the back of its premises. The documents included names, addresses, dates of birth, NHS numbers, medical information and prescriptions belonging to an unknown number of people. The way the documents were stored was described as "careless" and "falls short of what the law expects and it falls short of what people expect."

Data retention management

Under the General Data Protection Regulation (GDPR), businesses and organisations are not to keep personal information for longer than needed - for many, this means setting data retention policies and standardised retention periods.

However, holding physical paper documents can make this a difficult and time-consuming task in order to remain compliant. Digitised documents can be managed to automate this process by applying standard retention periods to different file types according to your existing retention policy.

Ease right of access requests

The ICO's guidance on GDPR states that individuals have the right to access and receive a copy of their personal data, and other supplementary information, that a business or organisation is holding - this is often known as a subject access request (SAR).

A business or organisation must respond to a SAR without delay and within one month of receipt of the request and the information should be provided in an accessible, concise and intelligible format.

Paper documents make it much harder to locate a file within a limited amount of time, even in an indexed archive. Digitising paper documents using Optical Character Recognition (OCR) software will make scanned documents fully text searchable. Full-text search capability ensures you will be able to comply with any data requests within a limited time using simple keyword searching across the entire database.

The larger impacts of non-compliance

Failure to comply with data regulations results in more than just fines. The impact of a data breach on an organisation's reputation can be vast - 33% of UK businesses say they've lost customers after a data breach. Consumer research has also found 41% say they’ll never return to a business after a security issue and 44% say they’ll stop spending at least temporarily.

Get in touch with our experts to discuss your document retention policies and how digitisation can help you succeed in automated retention and compliance.

Contact us today to book a free audit

Latest news

1

Darwen gets go-ahead for 'transformational' manufacturing site Darwen Manufacturing Research Site Chapel South Visual

Darwen gets go-ahead for 'transformational' manufacturing site

24 May 2024

2

Uncertainty over devo deal progress after election call Lancashire Devolution

Uncertainty over devo deal progress after election call

24 May 2024

3

Lancashire business growth to outpace national average Pexels Goumbik 590045 Business Growth

Lancashire business growth to outpace national average

24 May 2024

4

How much money do you need to have a financial adviser? article placeholder listing image

How much money do you need to have a financial adviser?

24 May 2024

5

Washrooms firm appointed to three new commercial projects gary-wynne-managing-director-inscape-interiors.jpg

Washrooms firm appointed to three new commercial projects

24 May 2024

Lbv116 Ltb Strip980
Background image for hub sign up block

LBV Hub

Reach 50,000 members of the Lancashire business community

Post your news
Post your events
Post your offers
Company profile
Social reach
Magazine coverage
Sign-up
Events
Business Networking in Blackburn - BNI Vista
EVENT LISTING SIZING Vista.png.png
LBV Hub Networking
28 May 2024

Business Networking in Blackburn - BNI Vista

Hampton by Hilton, 2 Frontier Ave, Blackburn, BB1 3AL

06:45 - 08:30

Business Networking in Chorley - BNI Endeavour
EVENT LISTING SIZING Endeavour.png.png
LBV Hub Networking
28 May 2024

Business Networking in Chorley - BNI Endeavour

Oak Royal, Bury Lane, Chorley, PR6 8SW

06:30 - 08:30

Business Networking in Preston - BNI Diamond
EVENT LISTING BNI Diamond.png.png
LBV Hub Networking
29 May 2024 - 29 May 2024

Business Networking in Preston - BNI Diamond

The Marriot Hotel, Garstang Road, Broughton, PR3 5JB

07:15 - 09:00

Business Networking in Lancaster - Eden Business Network
Eden Business Network.png.png
LBV Hub Networking
29 May 2024 - 29 May 2024

Business Networking in Lancaster - Eden Business Network

The Borough, 3 Dalton Square, Lancaster, LA1 1PP

18:30 - 20:30

Business Networking in Accrington - BNI Zeus
EVENT LISTING SIZING Zeus.png.png
LBV Hub Networking
29 May 2024

Business Networking in Accrington - BNI Zeus

The Mill House, Corn Mill Yard, Accrington, BB5 5HX

06:45 - 08:30

Business Networking in Lancaster - BNI Castle
EVENT LISTING BNI Castle.png.png
LBV Hub Networking
30 May 2024 - 30 May 2024

Business Networking in Lancaster - BNI Castle

Vale of Lune RUFC, Powder House Lane, Lancaster, LA1 2TT

06:45 - 08:30

Business Networking in Burnley - BNI Kudos
EVENT LISTING BNI Kudos.png.png
LBV Hub Networking
30 May 2024 - 30 May 2024

Business Networking in Burnley - BNI Kudos

Prairie Sports Village, Windemere Avenue, Burnley, BB10 2FU

06:45 - 08:30

Business Networking in Preston - BNI Brunch
EVENT LISTING SIZING Brunch .png.png
LBV Hub Networking
31 May 2024

Business Networking in Preston - BNI Brunch

Samlesbury Hotel, Preston, PR5 0UL

09:30 - 11:00

Business Networking in Blackburn - BNI Infinity
EVENT LISTING BNI Infinity.png.png
LBV Hub Networking
31 May 2024

Business Networking in Blackburn - BNI Infinity

Hampton by Hilton, 2 Frontier Ave, Blackburn, BB1 3AL

06:30 - 08:30

Business Networking in Chorley - BNI Endeavour
EVENT LISTING SIZING Endeavour.png.png
LBV Hub Networking
04 Jun 2024

Business Networking in Chorley - BNI Endeavour

Oak Royal, Bury Lane, Chorley, PR6 8SW

06:30 - 08:30

Business Networking in Blackburn - BNI Vista
EVENT LISTING SIZING Vista.png.png
LBV Hub Networking
04 Jun 2024

Business Networking in Blackburn - BNI Vista

Hampton by Hilton, 2 Frontier Ave, Blackburn, BB1 3AL

06:45 - 08:30

Business Networking in Preston - BNI Diamond
EVENT LISTING BNI Diamond.png.png
LBV Hub Networking
05 Jun 2024

Business Networking in Preston - BNI Diamond

The Marriot Hotel, Garstang Road, Broughton, PR3 5JB

07:15 - 09:00

Advertise with us

Reaching 50,000 members, our print, digital and event platforms offer a fantastic way to raise your business profile and help you grow.

Find out more LBV116 Online Graphic
Subscribe now

Weekly news bulletin