This article first appeared on the Institute of Legal Finance and Management website and can be read in full here: What law firms can learn from recent cyber attacks
Good organisation is the backbone of any business. Without systems and processes in place for day-to-day tasks such as keeping track of client invoices, managing a staff rota, maintaining office supplies and scheduling meetings, most businesses would struggle to function.
But as a specialist in UK GDPR compliance, I am frequently surprised by how many firms do not extend this level of meticulous organisation to their data. And that can have serious implications - whether that is keeping files and records for too long, having multiple versions of the same document or not being able to find documents when they’re needed.
Here are my top 7 tips that will help you with your data housekeeping:
- Inform your clients and contacts about what information you are gathering, and how you’d use and share it. This is usually done via a privacy notice displayed on your website.
- Carry out regular data audits – at least annually, so that you know where your data is and the number of files and records you have.
- Restrict access to files and folders depending on job role – does your customer service assistant need access to your accounting system?
- Keep your retention policy in mind when reviewing storage of data – both electronic and hard copy.
- Make sure you comply with the legal requirements for different types of data.
- Dispose of your data securely. Paper files should be properly shredded, and digital data should be wiped completely – and don’t forget those back up or archive files!
- Keep your cyber security updated – both on your systems and also your staff training.
All simple and straightforward tasks that should be a regular part of your business operations!
It is far better to pre-empt a crisis by considering the services and advice of an expert to help organise your data and maintain compliance, before an urgent or emergency situation arises.
Get in touch at hello@businesstamer.co.uk if you'd like help with your data housekeeping.
Judith Andrews is from Business Tamer, specialising in GDPR, data protection and compliance. Judith can advise on reviewing policies, collecting, storing and using data with confidence as well as provide expert support with handling DSARs and data breaches.