5 facts about data security that will keep you up at night

5 facts about data security that will keep you up at nightData security is something every organisation of any size needs to think about. Whether you’ve got a few client files locked in a store cupboard or a multi-premises operation linked via sophisticated technology, everyone is at risk.

And the scariest thing is that because the majority of us aren’t data security experts, we very often don’t even understand the problem, let alone the solution. These five rather startling facts are a great indicator of how big the problem is.

1) Your photocopier is spying on you

Your photocopier keeps records of everything you’ve ever printed or copied (yes, even those unfortunate anatomical pictures from the office Christmas party). If the hard drive isn’t properly wiped or destroyed once you’ve finished with it, you could find your sensitive data falling into the wrong hands.

2) There are way more viruses than you think

During just one three month period last year, 18 million new malware samples were captured by cyber security experts Panda Labs. Which works out at around 80,000 every working day. And that’s just the ones they found.

3) Your staff may not be a as tech savvy as they think (and fibbers!)

One recent study by a German university sent mock phishing emails to a group of people who had previously professed to be aware of these kinds of scams. 45% of them clicked on the link in the fake email. And only 20% admitted that they’d done it. Let’s face it, the others were probably a bit embarrassed.

4) Data breaches are crazy expensive

Ponemon and IBM do a study each year, looking at the cost of data breaches across several countries including the UK. Last year’s report showed that the costs associated with a data breach have gone up by 29%, from an average of £2.37 to £2.53 million. Which is probably not the kind of money you have lying around in case of emergency.

5) Data loss can kill you

Ok, we may be slightly exaggerating that one, but it could kill your business (and if you’ve got a dodgy ticker then actually, there is a bit of a risk there too). In fact, more than 60% of companies never recover from a major loss of data. Not only is there the actual monetary cost to consider, but major data loss can also severely damage your reputation, so that future work is threatened.

Anyway, before we have you reaching for the gin bottle, there is some good news. Because forewarned is forearmed, and if you anticipate the possible data issues you might face then you can at least take steps to try and prevent them.

For example, make sure your paper records are stored securely, that your digital records are suitably protected, that your staff are well trained and trustworthy, and that any waste is securely destroyed.

Scan Film or Store can help with quite a few of these issues, so if you’re worried about your data security then give us a ring today.

Head teachers, are you drowning in paperwork?

Head teachers are you drowning in paperwork?Remember the days when teachers set their pupils’ teeth on edge writing with actual chalk on dusty old blackboards? When the kids wrote out their lines in simple manila covered exercise books, correcting their mistakes with Tipp-Ex?

Ah, those were the days, eh? Or maybe not. There’s something to be said for modern school tech like interactive whiteboards and digital marking software.

One of the things that doesn’t seem to have changed is the amount of paperwork hanging around though. In fact, it may well be getting worse.

Some pupil records need to be kept for years, even once they’ve graduated. And that’s before you start on curricula, teaching notes, reports, employee records and the rest.

So what’s the answer? Well, you could stop letting new pupils in and just wait it out until your current records are old enough that you can get rid of them. But that’s probably not all that practical.

Or your could build a new wing to house the endless box files that are currently threatening to breach health and safety regulations. Though that might be stretching the budget somewhat.

Digital archives for schools

The best answer, as you may already have heard on the grapevine, is to go digital.

No, don’t run off! It’s really not as scary as it sounds. At Scan Film or Store we’ve got a few little tricks we use to make the whole process incredibly easy:

  • First, we’ll come and visit you so that we really get to know what it is that you need. We don’t do off-the-shelf solutions; they just don’t work properly.
  • Next, we’ll take a sample of your paperwork and provide you with an example of what we can do for you. At no charge.
  • If you’re happy, we’ll collect your paperwork so you don’t have to lift a finger, and get it all scanned on our really rather snazzy machines.
  • The data will then be indexed as closely as possible to your original system, so it’s really easy to access.
  • We can even provide staff training on how to use the new digital archive, in case there are a few technophobes you need to convince.
  • Oh, and then we can either store the originals in our climate controlled, 24-7 monitored storage units (with fast retrieval services available if you need them), or if they’re surplus we can destroy them securely and in compliance with data protection legislation.

So there you have it. Not quite so alarming, is it?

If you’re thinking of going digital, this is a great time to do it. With the children off gallivanting on the beach / cruising the shopping malls / sleeping in until mid-afternoon, the school should be nice and quiet. Perfect for a little light paperwork.

Just imagine going back in September and being able to get hold of little Johnny’s report from year 2 Geography at the touch of a button. Now wouldn’t that be nice?

For help getting your school’s paperwork under control, contact the genuinely friendly Scan Film or Store team today for a chat.