SECURITY
Staying On Guard with Off-site Tools
James McColl from Anglian Archives looks at the dangers of identity theft from within an organisation, and explains how care providers can safeguard their organisation with secure off-site professional documents.
Identity theft is an often ignored, overlooked and discounted danger that is potentially lurking in every organisation, however big or small. The attitude seems to be ‘it will never happen to us.’
Unfortunately this attitude cannot be further from the truth. Identity theft is now a major concern as one of the fastest growing crimes in the UK, with the number of victims rising by 31% in the first three months of 2015 compared with the previous year.
This can be a horribly traumatic experience for those involved, even more so if it is discovered that someone obtained their personal data from within an organisation, where they believed it was secure.
How Identity Theft
Affects You For those working in sectors such as the care industry where there is a statutory requirement to retain documents for a period of years, this type of security breach could prove disastrous.
Those documents containing client information, personnel records, medical records and financial details are all potentially ‘stealable’.
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In the technologically advanced offices of today, ensuring the security of sensitive documents and client data can seem like an impossible task.
With multifunctional devices in use that are capable of printing, scanning, copying and photographing in high definition, as well as scanning to network destinations, sending email attachments and handling incoming and outgoing fax communications there are serious security risks at play.
Who To Trust Hopefully providers have procedures in place to ensure all staff and visitors to their premises are bonafide and are authorised to be there. But how can they be absolutely sure?
Organisations in the sector often hold a lot of sensitive information about clients in their care, medical records, financial information and of course their own personnel records which might include passport and driving licence data and various insurances needed by the business.
So much information is held about us by organisations including
everything a criminal might need to steal our identity may be all too readily available, so it is vital that residents can demonstrate absolute trust in their providers procedures. No business wants to be the next organisation who finds out their data has been stolen and sold on or used maliciously because of a failure in their procedures.
What Can You do About It? There are services available that provide the storage of sensitive documents using off-site systems, for files and documents that providers need to retain for statutory requirements.
Off site doesn’t mean out of mind as there is often a document retrieval delivery and collection service that can scan and pdf copies of files and quickly email them to you.
Whatever service providers pursue to look after their personal files it is important to have peace of mind – thoroughly research all options and ensure that the safety and security of your data is at the fore of your decision.
www.anglianarchives.co.uk www.tomorrowscare.co.uk
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