Are your print, scan & copy processes compliant?

digital transformation

The General Data Protection Regulation (GDPR) is set to replace the Data Protection Act 1998 (DPA) on the 25th May 2018. We set out a summary of what the GDPR is and the key differences between the DPA and GDPR.

1. Who does the GDPR apply to?

The GDPR applies to ‘controllers’ (i.e. who determine how and why personal data is processed) and ‘processors’ (i.e. who act on the controller’s behalf). The definitions are broadly the same. The GDPR places specific legal obligations on the processor to maintain records of personal data and processing activities with significantly MORE legal liability if you are responsible for a breach.

2.  How is personal data classified?

To reflect the international, cross-border, connected times  that we live in – the GDPR definition of personal data is different from the DPA. Other information that will now be classed as personal information include:

  • IP addresses
  • Economic information
  • Cultural details
  • Mental health information
  • ‘Pseudonymised’ data (for example, social media usernames or other online personas) – providing it can be easily identified

As a general rule – if the person is identifiable or potentially identifiable from the information you have about them then it can be classed as personal data under GDPR.

3. You need to demonstrate accountability and governance

In the DPA accountability and transparency were an implicit requirement of data protection law. It is now expected in the new GDPR that your compliance is explicit and your business must have in place a comprehensive but proportionate governance process to show how you comply with these principles. If your organisation has more than 250 employees you must maintain additional internal records of your processing activities.

It is here that print processes can come under scrutiny particularly if print users do not think about what they’re printing and whether the data is protected under GDPR.

4. New breach notification procedures…

“The GDPR will introduce a duty on all organisations to report certain types of data breaches to the relevant supervisory authority, and in some cases to the individuals affected” ICO, 2017

A personal data breach is the breach of security leading to the destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. You only have to notify the relevant supervisory authority of a breach if it is likely to result in a risk to the rights and freedoms of individuals (e.g. discrimination, financial loss, loss of confidentiality) or any other significant economic or social disadvantage.

With a time limit of 72 hours…

“A notifiable breach has to be reported to the relevant supervisory authority within 72 hours of the organisation becoming aware of it.” ICO, 2017

And big fines!

The ICO details that failure to notify a breach when required can result in a significant fine of up to 10 million Euros or 2% of your global turnover.

To prepare for breach reporting you need to make sure:

  1. Your staff understand what a data breach consists of and that it is MORE than a loss of personal data.
  2. You have internal breach reporting procedure is in place. This will help to facilitate decision-making about whether you need to notify the supervisory authority or the public.

5. How can you make your print/ scan/ copy processes compliant

You need a robust strategy to keep your business operations and printing processes compliant to:

  • Protect and prevent sensitive data being printed
  • Detect possible breaches quickly and easily in case they take place despite every effort to prevent them
  • Document processes to demonstrate your compliance and accountability

Here are some of the solutions Nustream have to offer to keep your printing and document processes GDPR compliant:

Xerox inbuilt security features including data encryption and image overwrite. Xerox devices also include Cisco TrustSec to protect data paths and McAfee whitelisting as standard on many devices.

Secure print function which requires the authorised release of printing by the user through a PIN or a card prevents unclaimed documents being left on devices.

Yet one of the most common causes of data breaches is the accidental sharing of data which has been difficult to prevent. This is where things get smart.

Nustream offers intelligent print management solutions to enable IT administrators to set up automated workflows to detect specific patterns in documents (e.g. NI numbers, personal health information). It is possible to redact sensitive data from the document being printed/copied/scanned without affecting the master copy or without the need for any manual intervention. It can report any incidents of potential compliance violations to the Compliance Officer/Data Security Lead as an early warning system ahead of a potential breach. In addition overlays like security stamps can be added as a rule when sensitive data is detected or alternative workflows can be triggered so those in charge of compliance can be aware of what is being printers and who is trying to print it.

Whilst there is still 10 months before the new regulation comes into enforcement, it is vital that your business considers the implications of the new principles on your business operations and processes.

Learn More

Learn more about how you can protect your data and remain GDPR compliant – speak to a Nustream consultant today.

Other News

Apprenticeship Interview with Ethan Hodges

Ethan started at Nustream in October 2021 and has become a truly valued member of the team. We thought that it would be great time to catch up with Ethan again to find out how it feels to be...

Xerox Workflow Central Champion

As we are heading to the first anniversary of the launch of WFC, we have seen significant changes in the way that we work. Hybrid working has grown significantly which is driving the digital...

Returning To The Office – So it benefits everyone

Since Nustream reopened last Autumn, we all have noticed a change in conversations from our customers with returning to the office. Some of us have been being excited about returning, back to face...

My First Week as a Digital Marketing Apprentice

About Me 2020, the year where I completed my studies at college and received my Level 3 Business Studies (Extended Diploma) certificate and also the year that I start looking for jobs to begin my...

How to use Teams safely and securely

Microsoft Teams has about 50 million users in more than 500 000 organisations in 181 countries. If you are one of these users, you know the value it brings to everyday communications and...

What is the Captain Tom 100 Challenge ?

  What is the Captain Tom 100 Challenge? Sir Captain Tom Moore became a household name last year, through his commitment to raising money, to support the NHS. It came at a time where charities’...

Covid Friendly Office

With more and more of us finally making our way back into the office, health and safety will be high on everyone’s agenda. One safety issue that could be overlooked, however, are the communal...

How to make your office more sustainable

What could you do, from your office desk, to make a difference? Here at Nustream we are passionate about protecting the planet and constantly looking at ways we and our eco-conscious customers can...

Device Lifecycle Management is a Strain on IT

With recent events, IT responsibilities have grown in size and complexity – more devices, more apps, more data as well as remote working. This has led to time and resources being eaten away by...

How To Keep Track of a Remote Workforce

As we are heading to the first anniversary of the launch of WFC, we have seen significant changes in the way that we work. Hybrid working has grown significantly which is driving the digital...

My First Week as a Digital Marketing Apprentice

About Me 2020, the year where I completed my studies at college and received my Level 3 Business Studies (Extended Diploma) certificate and also the year that I start looking for jobs to begin my...

How to use Teams safely and securely

Microsoft Teams has about 50 million users in more than 500 000 organisations in 181 countries. If you are one of these users, you know the value it brings to everyday communications and...

What is the Captain Tom 100 Challenge ?

  What is the Captain Tom 100 Challenge? Sir Captain Tom Moore became a household name last year, through his commitment to raising money, to support the NHS. It came at a time where charities’...

Covid Friendly Office

With more and more of us finally making our way back into the office, health and safety will be high on everyone’s agenda. One safety issue that could be overlooked, however, are the communal...

How to make your office more sustainable

What could you do, from your office desk, to make a difference? Here at Nustream we are passionate about protecting the planet and constantly looking at ways we and our eco-conscious customers can...

Device Lifecycle Management is a Strain on IT

With recent events, IT responsibilities have grown in size and complexity – more devices, more apps, more data as well as remote working. This has led to time and resources being eaten away by...

How To Keep Track of a Remote Workforce

As we are heading to the first anniversary of the launch of WFC, we have seen significant changes in the way that we work. Hybrid working has grown significantly which is driving the digital...

Print Your Own Covid Posters & Christmas Cards

Nustream are here to assist your company, and customers, to adapt to the new working environment – safely and productively. From posters, to enforce the Government’s regulations to welcome cards...

Remind Your Workforce to Stay Safe

Nustream, in partnership with Xerox, have launched the “Clean Hands Reminder” screen saver style app, since it is more important than ever to maintain good hygiene with employees returning to the...

Are your business choices impacting the planet?

Sir David Attenborough and Prince William have recently brought environmental awareness to the forefronts of our minds. Their new campaign aims to find solutions to the world’s gravest environmental...

Covid Friendly Office

With more and more of us finally making our way back into the office, health and safety will be high on everyone’s agenda. One safety issue that could be overlooked, however, are the communal...

How to make your office more sustainable

What could you do, from your office desk, to make a difference? Here at Nustream we are passionate about protecting the planet and constantly looking at ways we and our eco-conscious customers can...

Device Lifecycle Management is a Strain on IT

With recent events, IT responsibilities have grown in size and complexity – more devices, more apps, more data as well as remote working. This has led to time and resources being eaten away by...

How To Keep Track of a Remote Workforce

As we are heading to the first anniversary of the launch of WFC, we have seen significant changes in the way that we work. Hybrid working has grown significantly which is driving the digital...

Print Your Own Covid Posters & Christmas Cards

Nustream are here to assist your company, and customers, to adapt to the new working environment – safely and productively. From posters, to enforce the Government’s regulations to welcome cards...

Remind Your Workforce to Stay Safe

Nustream, in partnership with Xerox, have launched the “Clean Hands Reminder” screen saver style app, since it is more important than ever to maintain good hygiene with employees returning to the...

Are your business choices impacting the planet?

Sir David Attenborough and Prince William have recently brought environmental awareness to the forefronts of our minds. Their new campaign aims to find solutions to the world’s gravest environmental...

DocuShare Flex Solution

Lauren’s News from Nustream Keep your team productive whilst working remotely with Xerox DocuShare Flex Solution…For the month of July, Nustream, in partnership with Xerox, offered a 60 day free...

My Digital Marketing Work Experience

My name is Kieran, I recently finished my A-Levels studying Business, Economics and Geography at St Bartholomew’s School. My plan was to get a marketing or management apprenticeship in Berkshire...

Free Digital Covid Signage

As we are heading to the first anniversary of the launch of WFC, we have seen significant changes in the way that we work. Hybrid working has grown significantly which is driving the digital...

Events

Find out more about the latest innovation and technology trends in Managed Print and Digital transformation with our latest events.

Newsroom

Want to know the latest hot topics in terms of Nustream, our technology partners and market trends? Click here!

Webinars

We run regular webinars to demonstrate our solutions and services, from accounts payable automation to augmented reality!