Paper is, in many ways, an annoyance. There’s always some of it stashed away in your desk — old contracts, business cards and the like that you’re just a bit too afraid to throw away. And of course it’s not particularly good for the environment either. Here’s the most topical point though: paper is going to cause even more headaches when the GDPR comes into force.
The thing is, despite all of the processes, systems, folders and filing cabinets in the world, paper just isn’t efficient. It can be difficult and time-consuming to find particular pieces of paperwork, just as it’s laborious to share data between colleagues and departments. Crucially, it’s also difficult to keep track of, and this will be where many paper-based companies will fall down if they’re audited once the GDPR comes into effect on the 25th of May.
The General Data Protection Regulation (GDPR) at its core looks to give people more control of their personal information, while simplifying and modernising the protection of data. It’s going to do this by drastically changing the way data is managed. Data Protection Officers will now be more commonplace, with a designated head required at many organisations, including SMEs. Companies will also have to be prepared for an increasing number of requests for data erasure or disclosure, while new rules also come into play about reporting data breaches.
Rest assured, the GDPR conversation isn’t about scaremongering everyone into turning their organisations upside down; it’s about ensuring organisations are prepared and also about taking advantage of the disruption to business as usual by making positive changes to how they manage data. If your customers are worried about the GDPR, you can start by establishing if their company is overly relying on paper, and then you can reassure them that it’s not too late to make changes. They can take a huge leap forwards by embracing the digital transformation trend by converting all of their paperwork to digital files. All they need are the right tools for the job, and that’s where having a Fujitsu scanner is a big help.
By creating digital versions of every paper document an organisation has, they become immediately more accessible for the applicable people by clicking through a few folders or just running a quick file search. Users can make sure that the right people have access, and that there are copies backed up on the cloud or elsewhere, to ensure that they’re never in danger of losing important documents. Better still, you can get rid of all of those musty, unsecure filing cabinets that seem like they’ve been in the office since the dawn of time.
It might seem like an uphill struggle for an organisation to start the digitisation process now, but with Fujitsu scanners filling every niche — from personal, compact, desktop, slim, portable devices to larger, departmental and production scanners — there’s no need to feel overwhelmed. Once the initial admin work is done and new processes established, your customers will wonder why they didn’t make the move sooner. This is because going digital isn’t only beneficial for GDPR compliance, but for cost savings and increased efficiency across the board. The costs associated with paper aren’t just from a hardware or toner standpoint either; each filing cabinet costs money, as does the cost of posting documents out. Most importantly paper takes up staff resource, eating into time that could be better used elsewhere. And ultimately if GDPR might seem like a minefield, those final points are something that every organisation can appreciate.
Take a look at the full range of Fujitsu scanners here, or contact your Account Manager for advice on the best option for your customers.