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Charities are exposed to serious risk when documents are lost

Proper management of sensitive records can be challenging, but when the documents in question relate to vulnerable individuals who are receiving care from charities or local authorities, the consequences of information falling into the wrong hands can be very damaging.  Recent cases of paper documents being lost highlight this risk.

The impending arrival of GDPR will of course impose far more severe penalties than have hitherto been possible under current data protection legislation. Among the organisations most exposed to such potential penalties are small-to-medium charities, who in many cases handle highly sensitive information about individuals. Such charities are generally staffed by dedicated and highly competent volunteers, but often they lack the experience or resources to implement processes or systems that give proper protection to the information they handle.

Converting paper documents into electronic records can be difficult, particularly if volumes are large and the documents them selves are not in good condition. However, electronic systems do provider much tighter control of information, and also provide a host of other benefits including speed of retrieval and access while away from the office or filing cabinet.

Among the key benefits of applying a highly secure electronic system such as Safe4 to the management of confidential information is that it will not only eliminate or reduce the risk of document loss, but will permit the organisation in question to achieve and maintain compliance with GDPR. This could prove to be a key safeguard in the coming years when some of the UK’s most high-profile charities have suffered enormous reputational damage and are now seeing the cancellation of direct debit donations doubling in recent weeks. Maintaining the highest possible standards in record-keeping and information management will be a valuable means for the charity to protect their most valuable asset – their donor subscribers, who provide the majority of funds to support the important work that charities carry out to assist the members of our society who are most in need of help.

In conjunction with a number of partners, Safe4 Information Management is launching an initiative to offer the charitable sector solutions that will help them not only protect their information to the highest possible standard, but also to reduce costs and improve the efficiency of their operations. Further details of this initiative will be published in the coming months, as GDPR approaches.

If you like to know more about how Safe4 can help your organisation to enhance the secure management of confidential records, please get in touch with us.

Version 5.04 of Safe4 is released

Safe4 have released version 5.04 of the secure information delivery and storage service. This release includes a significant number of internal enhancements, and will assist with the administration and management of the service.

Users will notice changes in the way that reports and messages are handled and displayed, with more flexible options for listing and presentation. The method of PIN management has also been updated, as has the user invitation process. Further changes are in the pipeline to address the requirements of GDPR, which becomes law on 25 May 2018. It is anticipated that Safe4 will be GDPR-ready by the end of the first quarter of 2018, to ensure that customers will be fully supported in their own GDPR compliance programmes.

For more information on how Safe4 can assist your organisation to handle confidential information more securely and efficiently, as well as helping with your own GDPR compliance, please get in touch with us.

Slow progress for GDPR across Europe

Most EU member states are not making much progress towards preparing their own legislative position for the effective date of the General Data Protection Regulation on 25 May this year, according to an article published today. As many UK businesses are aware, the Information Commissioner’s Office has been issuing guidance and warnings on GDPR for quite some time, but as yet response across many sectors has been patchy.

We at Safe4 have already started the process of making our highly secure information delivery and storage service GDPR-ready, so that our customers can use the system with confidence, knowing that their own compliance programmes will be strongly supported. This will involve relatively minor changes to the system, and our plan is to have these adjustments ready for deployment by the end of March 2018, well in advance of the date when the Regulation comes into force.

For more information on how Safe4 can help your business to become GDPR compliant, please contact us.

GDPR compliance – what will it mean for you?

Most of us now are receiving a barrage of email relating to the need for GDPR compliance in our inboxes.  Consultants, assessors, seminar organisers, and a host of others are trying to get our attention in advance of the date when the General Data Protection Regulation comes into force in May this year.

Some of this communication is helpful, but the majority seems to be opportunistic.  It is refreshing to come across a realistic and well-considered article that highlights the simple facts about GDPR – there is no magical solution to make any organisation compliant, just the realisation that the only effective approach lies in a thorough review of the information that is being used, who uses it, how it is managed and transmitted, and what protection measures have been taken to safeguard it.

Safe4 can help to support GDPR compliance

Every organisation, of any size or structure, will have to make sure that its information management house is in order to become compliant with GDPR. No IT system can perform this service, but a compliance programme will be more successful if it is underwritten by applying technology that allows the necessary processes to be properly implemented. We at Safe4 are making some minor changes to the way the system works to make sure that it will offer full support for GDPR. But the responsibility for achieving compliance will still lie with the organisation itself, and how it manages its own activities.

We will be publishing further information about the changes that the Safe4 system will undergo in the coming months. The basic design and architecture of Safe4, as well as other factors including UK-only storage in ISO 27001-accredited data centres, full encryption of data, no reliance on email to carry confidential information, a full audit trail of all activity, and contractual arrangements under English law already provide an effective platform for ensuring best practice in the management of information.

For more information on how using Safe4 can assist your organisation to comply with GDPR, please contact us.

VaultConnect appointed as Safe4 distributor

 

As part of the market development programme being undertaken by Safe4, VaultConnect of Manchester have signed a distribution agreement enabling them to offer the highly secure Safe4 information delivery and storage service to professional practitioners across the UK.

Although based in the north of England, VaultConnect will operate nationally and have established opportunities to provide the Safe4 service to organisations in all parts of the country, in sectors such as legal, accounting, financial services and more recently art galleries.  All of these organisations manage highly confidential information on behalf of their clients, and all have the responsibility of transferring funds to and from clients and other parties as business is being transacted.

Steve Edge

Richard Higginbotham

VaultConnect was formed by Steve Edge and Richard Higginbotham, both of whom have decades of experience in sales and digital marketing of software-based solutions.  One of the first areas that VaultConnect will be addressing is the activity of property conveyancing solicitors, who are responsible for transferring significant sums of money between clients and the other parties who participate in property transactions, such as estate agents, mortgage lenders, and other law firms.  Steve Edge believes that “Safe4’s platform enables us to solve a real issue for professional service firms who need to share sensitive information with clients and partners. Conventional email is increasingly seen as an unsafe way to transmit information because it’s easy for fraudsters to intercept. Emails can then be impersonated or impregnated for commercial gain.”

Steve also feels that “Safe4 enables us to realise the mantra ‘don’t transmit, VaultConnect’; we help our clients enjoy the convenience and efficiency of email without the risks. Unlike products that are charged on a per user basis, we are able to make a compelling commercial proposition to our target markets.”

GDPR is coming …

Ben Martin, a director of Safe4, is delighted to be working with VaultConnect.  “This relationship brings an exciting opportunity for Safe4, to enhance our ability to engage with new customers and deliver secure high quality solutions in conjunction with the proven expertise of Steve and Richard in the professional practitioner sector, where the benefits from using Safe4 are immediate.  We welcome their commitment to address these vitally important sectors. With GDPR on the horizon it is becoming more important than ever to ensure that all client information is being handled as securely as possible, and using Safe4 satisfies this requirement and brings a competitive edge to professional practitioners of all types”.

For further information please contact us at Safe4, or Steve and Richard at VaultConnect.

UK corporates becoming more aware of the importance of GDPR compliance

Whilst the corporate sector in the UK is generally becoming aware of the need to ensure that they are compliant with the new General Data Protection Regulation that comes into force in May 2018, there are still some large firms who are alarmingly exposed to the risk of cyber attack. According to recent research, only just over half of the boards running FTSE 350 companies recognise the full impact of the threat of cyber attack, and the need to become GDPR compliant.

The impact of GDPR will affect all organisations in the UK, both large and small. In fact, it could well be the SME sector that faces the greatest risk, as many do not have a robust IT infrastructure or the necessary policies and procedures to protect their clients’ data. Safe4 are currently working with a number of organisations in the charities sector who wish to ensure that their essential information, most notably details of their donors and their financial records, do not fall prey to intrusion and thus expose them to severe penalties.

If you would like more information on how implementing Safe4 within your business can significantly reduce the risk of online fraud and data theft, please contact us.

Christine Andrews of DQM GRC to present at Safe4 Conference

GDPR (General Data Protection Regulation) is looming. This EU-originated legislation will come into force in 2018, and already many UK organisations are becoming aware of the impact that the new regulation will have. The imposition of heavy fines and the more onerous responsibilities placed upon data controllers and data processors are concentrating the minds of data protection officers in organisations large and small, in all sectors of business.

Safe4 are delighted to announce that Christine Andrews, Managing Director of DQM GRC, will be presenting at the Safe4 Conference in London on 17 November. Christine has many years’ experience in the field of regulation and compliance, and offers a deep understanding of what this means to different types of organisation. As well as appreciating the need to get to grips with the impact of GDPR, Christine and her team are skilled at advising on positive solutions and good practice that will allow data protection officers to have confidence that risks to their organisations are being minimised and compliance enhanced.

Ben Martin, director of Safe4, believes that “many of our customers have shown that they take data protection very seriously, and are making extensive use of the secure information management capabilities that the Safe4 system provides. Christine’s presentation will add valuable insight to the opportunities for improvement in current practice to ensure that the additional demands of GDPR are being met”.