We know that there’s a lot of responsibility in running an organisation. You have an obligation towards clients and customers, for everything from keeping them safe on your premises to ensuring that their personal information is secure. As an employer, you have to do the same for your staff on a day-to-day basis – and when they’re working alone or remotely off-site, that duty of care remains. Not only is it your legal responsibility to take all of these considerations seriously, but it’s the right thing to do too. This is where CAS can help, safeguarding data and staff, and helping you to meet your moral and legal requirements.

Security is vital, at your premises and at ours

At CAS, we continually strive for the highest levels of security, safeguarding data on-site with you and at our state-of-the-art warehouse facilities. All our document-handling staff have been through the Disclosure and Barring Service (DBS) checking process. Whether we’re on-site with you to catalogue your documents, or to remove documents to be shredded and recycled, you can trust us to keep clients’ and employees’ data secure. And if you use us for off-site live-file document storage and archive storage, we have a dedicated fleet of GPS-tracked vehicles for transport to and from our storage facilities.

At all of our warehouses, team members are similarly DBS-checked. The facilities themselves have gated perimeter fences and are monitored by Mobotix M12 CCTV cameras. Entry to all buildings at our facilities is managed with advanced Suprema BioEntry fingerprint IP access terminals. We have installed environmental controls, advanced optical fire beam protection system, and air-quality monitoring throughout. And we have a range of ISO certifications to provide you with added peace of mind.

Safeguarding data: know how the law is going to change

One area where your legal responsibilities are about to become more onerous is safeguarding data. The new General Data Protection Regulation (GDPR), which comes into effect across Europe in May 2018, enhances the current regime in several key areas. This tightens up protections for individuals of their personal data, including the right to be forgotten. As a result, there is a corresponding increase in the requirement for organisations to take care of such data, including disposing of it when asked to do so.

As a market leader in document and data management, CAS is already prepared for the changes which this regulation will bring to our services. But we can help our clients to ensure that they have taken steps to update their internal processes too. Bear in mind that there’s a big incentive for you to make sure your organisation complies with the GDPR. An organisation which fails to report a notifiable breach of data protection could be fined up to EUR10 million (£9.0 million) or 2% of its global turnover.

As well as being able to point you in the right direction on forthcoming changes in the law, we’ve compiled a handy schedule for document retention. This is designed so that you and your staff are aware of what needs to be kept, for how long, and why. For instance, it’s not immediately apparent whether you need to keep asset registers for as long as personnel records. We can help with destroying any material that you no longer need, while still meeting your data protection responsibilities, whether that’s shredding documents or disposing of obsolete IT equipment and the data they hold.

Document storage boxes which won’t break the bank – or your employees’ backs

As for keeping your staff safe, we provide the highest quality document storage boxes. The boxes cannot be overfilled, but are easy to move and stack, to avoid any strains or injuries around the office. They’re also made to last, from durable triple-walled recycled cardboard, with an ergonomically designed handle. What’s more, we can help out with office relocation services too. That way, you don’t have to manage a move yourself – and your employees don’t have to overstretch themselves.

Contact CAS today to find out about any of our services – and how we are safeguarding data and staff.

About CAS

CAS provides comprehensive and secure document digitisation, information storage and facilities management services. For more than 20 years CAS have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed.