It's officially Spring and hopefully you have remembered the clocks are moving forward this weekend? – let's also make sure we've dusted off our data.
We are reaching the end of data detox month – thank you to everyone who has keenly tackled the challenges of data cleansing. We hope that you will continue with this great work and would like to provide you with a summary of some of our top tips for moving forward.
1. Emails – Reduce the number of emails in your inbox & sent items and store important emails and attachments on the Network Drive.
2. Clear desk and paper records – store any confidential documents and sensitive data securely in your desk drawer or locked filing cabinet. Remember to archive or shred any paper files you no longer need.
3. Network Drive – get rid of those multiple copies and different versions, one is enough! Make sure to store important files on your U Drive, not the desktop, and clean out those wedding photos or new baby pics that don't need to be on your Advance computer.
4. Data breaches and Subject Access Requests – take a look at the 'Need to Know' GDPR page and Data Protection & Information Security Policies for information on how to recognise and report a data breach or subject access request. Our Data Protection Officer needs to know!
So what's next? We'll be keeping you on your toes with a few GDPR check-ups – so make sure that desk is clear! We will also be introducing new rules in the near future which will set time limits on how long we can keep emails.
We wanted to take this chance to remind you that our Data Protection Officer is Simon Bradfield (Director of Resources), and our Deputy Data Protection Officers are Alison Davies (Head of Business Assurance) and Philip Jackson (Head of ICT & Business Systems). Please contact any member of the GDPR Project Group if you have any questions. The Data Detox Month may be over but it doesn't end there. It's really important that we continue to ensure we are securing and reducing data in line with GDPR and best practice.
Thank you, GDPR project team.