Confidentiality

Over 95% of the information we scan is confidential. Some of the documents are commercially sensitive while others contain personal information such as individuals’ address, date of birth, mother’s maiden name, telephone number, etc. In all cases the information has been entrusted to Papershrink and we guarantee this information will remain confidential.

All our staff are required to sign a non-disclosure statement as part of their employment contract. Papershrink in turn can provide you with a confidentiality agreement or will happily sign your own. In addition, we have the following control points to re-enforce our confidentiality policy.

Storage

The building is fully alarmed with a key FOB system recording all entries and exits outside normal office hours. Cameras are in operation at all times both outside and inside the building and tapes are rotated over a period of 3 weeks.

The main document storage area is separate from the processing area and kept locked at all times except for access by nominated staff. Only documents which are being processed are taken out to the operations area. We never use outworkers to prepare files in their own homes.

Data Protection

Papershrink Ltd is a registered controller under the Data Protection Act 1998

Additional Control Points

Process Logs: Logs showing employee name, date and time are kept for 3 years for each stage (preparation, scanning, indexing) requiring handling of original documents.

Shredding: Shredding is carried out on our premises. Paper is reduced to small particles and not strips, as it is now possible to reconstruct original documents from strips. Documents only leave our premises once fully destroyed, unless you have requested return of the originals.

Files on server: Only operations employees have access to clients’ image files for processing purposes.

Your electronic files will be kept on our server until you indicate to us that you are happy with the results of our work. However at that point we will delete all your files on the server and backup tapes so that none of your information remains with us.