Working from home could present a new set of challenges when it comes to data compliance. There are seven principles which must be met when processing data to remain GDPR compliant and as the controller of data you are responsible for ensuring they are met, you can find information on the ICO website. There are a number of steps you can take, and ways Archive-Vault can support you to remain compliant.
Security during transportation
Important documents may need to be moved between the office and your home. In the first instance, book in a collection with Archive-Vault to collect your documents and securely transport them to your office/home address. In some circumstances, the only option may be to transport them yourself, make sure they are always moved in a sealed bag and kept on your person.
Follow the usual processes
If you’re working from home, it is still just as important to follow the data protection rules. Of course, you may have to make some changes but bearing them in mind will help you stay compliant. Keep screens locked when you’re away from your desk (even if it’s a quick tea break!) and any hard copies of documents must be kept in a locked drawer/ cupboard when they’re not being used. This will also help protect against unintentional data corruption from little fingers and mischievous pets, as well as someone seeing something they shouldn’t.
Keep security up to date
It may be that you’re using a personal laptop, which may not have a high enough level of protection to carry out work tasks. Even if your laptop has been provided by your employer it’s always good to check it has the required level of protection. Having a decent firewall and up to date antivirus software will keep you protected from potential malware attacks.
Encrypt where possible
If possible, you should encrypt your hard drive to prevent unauthorised access so that if a hacker does get in, they won’t actually be able to see anything useful. If you’re using a work-provided laptop it may already be encrypted but if you are unsure then ask. It’s always better to be safe than sorry!
Be aware of who may be listening
While working from home in the garden sounds like the dream, it can actually be a security breach waiting to happen. Ideally take potentially sensitive work calls inside the house so they cannot be overheard by neighbours. Equally try to find a room which cannot be accessed by other members of the family to maintain your client’s confidentiality. If you don’t have a dedicated home office use visual cues like a shut door (or even better a “Do Not Disturb” sign) to discourage interruptions.
Use our Client Portal
Our client portal is a great way to maintain compliance as your full inventory of documents can be accessed from anywhere, even your mobile or tablet. We’ve designed the Client Portal to be as easy to use as possible so every time you make a request a record is created, giving you a full audit trail. You can also set security settings at an individual or departmental level, so you have full control over who accesses what. If you need to reference a document but don’t need the hard copy our Scan on Demand service is the perfect solution, we upload the document to the Client Portal you then download and view it.
Secure storage
We pride ourselves on being your secure storage partner to enable you to continue to use offsite storage even when working from home. We offer contactless deliveries to home addresses, subject to company policy, you simply make a request via the Client Portal. Our storage facilities are fitted with intruder alarms and have 24 hour CCTV so only our DBS checked staff and drivers have access. Everything in our facility has end-to-end barcode tracking so we, and more importantly you, always know where your documents are.
If you have any questions give us a call on 01603 720722 or info@archive-vault.co.uk.
