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Whether internal or external, regarding an employment or business relationship: recently, the number of enquiries relating to the storage of personal data, known as Data Subject Access Requests, or DSARs for short, has been increasing sharply. More and more employees are using their right to information. In the United Kingdom, for example – even though it has not been part of the scope of the European General Data Protection Regulation (GDPR) since leaving the EU on 31 January 2020 – the number of DSARs has doubled in the two years since the General Data Protection Regulation came into force.

Access to personnel files can become expensive for SMEs (Small and mid-size enterprises)

The desire for information and increasing demands regarding customer data and data processing can be expensive for SMEs for two reasons. Firstly, many companies are not prepared for such legitimate enquiries from data subjects; the resulting workflows are not clear and can quickly rack up many extra hours of work.

For example, if the employer does not have a process in place for this purpose and several employees make requests for information at the same time, all existing data must be searched manually within a short period of time. A procedure that is time-consuming and error-prone.

Secondly, the cost of a data breach could be very high. For example, the GDPR provides for penalties of up to 20 million euros or up to 4% of a company’s global annual turnover in the event of a breach of data protection

Data protection in the HR department includes the right to information

In principle, workplace data protection applies to all employers and employees. The GDPR requires that certain principles for the processing of personal data must be met. For example, even in personnel files, it may only be processed for defined, clear and legitimate purposes

It is important for every employer to be prepared with regard to the right to access and the associated data viewing, and to be able to react quickly both in the case of upcoming data requests and of data breaches.

Personal information – how to comply with Data Protection Policy

Whether it relates to employees or customers, employment or business relationships: data protection needs to be respected. Back to our head of department and her enquiry for information from the HR department. What happens now? The biggest challenge is to quickly and securely find out what data regarding the subject is stored where.

• The process starts with the receipt of the enquiry and the formal confirmation of the request for information.
• The request must then be checked for legitimacy.
• The next step is: all information and documents regarding the subject are compiled and checked.
• Finally, the request for information is answered and the information report is provided – this includes the possibility to securely download the data.

The main cost driver for SMEs: compiling and processing the information report

If the personal data – i.e. personally identifiable information, known as PII for short – has to be compiled manually, the processing of the information report quickly becomes the main cost driver for SMEs.

After all:

• There are many data sources (systems, servers) and different file formats to search through
• PII can also be hidden in image files and PDFs
• The work often involves a large number of staff members
• And: manual activity is very error-prone

The solution to the problem is provided by clever software solutions: dokoni FIND makes company data searchable in one place, and dokoni FIND Insight identifies the relevant data in those documents, extracts it and in future can create your information reports with just a few clicks.

dokoni FIND and dokoni FIND Insight: take control of your data

The first step towards GDPR compliance is to control the data in your company. dokoni FIND can be used to search all the company data stored in a variety of systems. Based on this information, the dokoni FIND Insight add-on module finds out where personal data is stored in the company. It identifies the desired information from those documents, extracts it and in future can create your information reports with just a few clicks.

This solution allows data protection officers to keep track of personal data at all times. On this basis, automated reports can be created to always stay one step ahead of potential data breaches.

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To do our part for the environment, Xerox is working toward eliminating the use of persistent, bioaccumulative and toxic materials throughout the supply chain. We apply strict internal standards in clean manufacturing and have reengineered or substituted processes to dramatically reduce the use of toxics and heavy metals. Our products are safe to use and can be disposed of responsibly to preserve our clean air and clean water

Eliminating Toxic Materials from the Supply Chain

• Our suppliers must meet Xerox’s strict standards to control the chemical content of our products. Xerox is a member of the Responsible Business Alliance (RB) which has developed a standards-based approach for monitoring suppliers’ compliance across several areas of social responsibility, including labor, health, safety and environmental activity.

Controlling chemical and water use in Xerox operations and through product design

• We have significantly reduced manufacturing air emission over the past 20 years and we continue to pursue efforts to do even more.
• We design our products to strictly control emissions of chemicals and noise during equipment use. Our current products have chemical emission levels that are well below global regulatory requirements.
• Xerox toners are non-toxic and do not generate hazardous waste.
• Water consumed by Xerox operations is sourced from local municipal suppliers who withdraw water from lakes rivers and other surface waters. The water discharges at manufacturing sites are monitored as necessary to validate compliance with local sanitary sewer discharge limits. Wastewater from manufacturing processes is treated, as necessary, before being discharged into local sanitary sewers.
• We also strive to preserve the planet by recycling water. A program initiated in mid-2016 at our plant in Wilsonville, Oregon utilizes reverse osmosis reject water from reuse in onsite cooling towers. During 2017, more than 300,000 gallons (1.14 million liters) of reject water were reused onsite in cooling towers.
• In 2017, we achieved our goal to reduce water consumption by 35 percent (against a 2010 baseline), years ahead of our targeted date of 2020. Our annual water consumption was down 46 percent due to a combination of conservation initiatives and production declines.

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Allowing people to work from home offers many advantages at both a personal and a corporate level; but also brings its own data security challenges. Organisations should consider a multi-layered approach to securing their remote workforce.

Working from home has long been a possibility, but the global pandemic has shown many organisations that it’s a worthwhile strategy. In fact, a recent Gartner survey found that 74% of companies plan a permanent shift to some degree of home or remote working. But however large or small your remote workforce, you need to ensure they can work productively and securely.
 

For 33% of IT decision-makers and C-level professionals in Europe surveyed by Vanson Bourne, data security was the biggest concern relating to remote working. The vast majority of home networks are inherently insecure and don’t meet corporate security standards. Ultimately, having some of all of your people working from home changes the organisation’s cybersecurity risk.
 

Working from home: the security challenges 

Clearly there’s a need to secure the remote working environment, but organisations must balance employee trust and privacy concerns against corporate security standards. Simply placing controls on a home network could be considered intrusive.

Providing home users with a VPN is the critical first layer of a multi-layer security strategy, but a VPN alone won’t protect against risks such as:

• Malware, viruses, phishing, ransomware and other threats
• Hackers piggybacking through the VPN onto the corporate network
• Unsecured endpoints

Home networks bring other risks, too: typically, they’ll support a plethora of connected devices — including personal computers, tablets, games consoles, TVs; and smart home devices like thermostats and cameras — that may not be secured. And users themselves may be a source of risk, if they don’t have a high enough level of data security awareness.

Securing your remote workforce
So what else do people need to work from home safely and securely?

Hardware and software. Ideally you’ll provide your remote workers with the hardware they need, so that they don’t have to rely on their own equipment that’s also used for non-business purposes. Look at supplying corporate laptops, printers, headsets and anything else that may be required; along with the productivity software they need.

Assurance. Implement a support programme to ensure your homeworkers’ technology is available to support their productivity.

Security. Implement the safeguards needed to protect your employees as well as your corporate systems.

For the assurance and security pieces, a cloud-based monitoring solution that’s managed by a trusted provider is often the most effective and convenient route. It will be scalable too, which could be a real benefit if your organisation intends to ramp up home working over the short or longer term. Look for a solution that incorporates features like data backup, critical patching for Microsoft applications, endpoint encryption, anti-virus and web filtering; and offers security awareness training too.

And if you have additional concerns about data security — for example, if your organisation has to comply with particular regulations around data protection — then additional solutions needs to be considered. Whether that is the implementation of separate Work and Home networks or the placing of a firewall behind the router. Essentially you will have to consider how to separate work traffic from home use and therefore keep all work data separate.

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