Category: Information Management

Only One Earth

5th June 2022 marks the 49th annual World Environment Day. 

World Environment Day is a global campaign led by the United Nations Environment Programme (UNEP) marked in order to promote and inspire positive environmental change worldwide.  This year’s campaign theme is ‘Only One Earth’ which calls for a united transformation plan on a global scale to celebrate, protect and restore planet Earth. 

Small changes to our lives can help our environment.  We are all doing our part by avoiding single use plastic, walking instead of driving and buying local produce.  But have you considered how Information Management can help you do a little extra for the environment?

Paperless or Paperlite

Do you remember when the phrase ‘Think before your print’ was a common sight in email signatures.  The message is clear and still relevant.  Do you need to print that document? Do you really need that many copies? Can that document be printed duplex?  By challenging ourselves on matters such as this we can help the planet. 

Now, do not get me wrong sometime printing is unescapable.  It is required and necessary but once you no longer require that physical paper record remember to recycle.  Alternatively, can you purchase and use recycled paper.  While recycled paper often doesn’t have that bright white look it is a great option especially if your organisation is heavily paper based.

Scanning and Digitising

Not all records are born digital, by this I mean that some records are created traditionally with pen and paper.  Since 2020 the way we work has drastically changed, more people now work from home, others have returned to the office, and then there are the team members who have a flexible approach. 

Making copies of records can be challenging and problematic, with issues around version control and security.  Physically transporting or posting a record can also have its challenges especially for the environment, with a requirement for packaging and emissions from vehicles.  Digitising or scanning records is a great solution not only for the environment but for accessibility and security.  It is important the type of scanning is considered to ensure the information stays intact, and that it is authentic and reliable. Research suitable scanning and digitisation vendors and find out which process is suitable for your document flow.

Switch off

Do not leave your devices on standby, switch them off at the mains when you are not using them and they are not required.  Encourage your colleagues, friends and families to do the same and imagine benefit to the planet by powering off your computer, monitor and printer whenever you are not using them. 

OASIS Group are committed to the environment and reducing our impact on the planet, if you would like to find our more about World Earth Day please click here to visit their website. 

Creativity and innovation in information management

Creativity and innovation are vital to the successful performance of organisations across the globe. Fast-paced changes in technology, economic shifts, globalisation and everyday life has led to increased competition.

Today, 21st April 2022, marks World Creativity and Innovation Day. A day designated by the United Nations to raise awareness of the role of creativity and innovation in all aspects of human development.

At OASIS Group we wanted to take this opportunity to explore and celebrate creativity and innovation in information management. We’ve spoken with Team Members and peers to compile the below list.

Information Management systems

OK, so this may seem like an obvious one however some of us can still remember the days of paper management systems, before software designed to facilitate the storage, organisation and retrieval of information were introduced.

We say remember…however we do still meet organisations managing their information using manual paper based processes.

Collecting and managing data that is stored in a variety of formats, making it accessible to the people who need it is the innovation that we often take for granted. With more people working remotely than ever before, we have no doubt that there are more creative innovations on the horizon (we may also have insider knowledge on this topic)!

Smartphones

Initially this may not be an obvious choice for information management (even though it was a popular answer) however imagine having to carry around an address book of all your client’s contact details, rather than having them all stored in your phone. Or worse, having to memorise all those phone numbers and email addresses.

Needing to carry a laptop around to click approve on a payment when you can simply use a mobile banking app on your phone. These are all innovations that came from understanding how and why we use information and data.

Microfilm and Microfiche

Now some of you may be reading this saying Micro-what-now? Others may be fondly remembering what were once indispensable ways of preserving and backing up records in a compact way.

Whilst technology has advanced through innovation, creativity and necessity, some organisations are still using microfilm and microfiche today. For some the changing of the process seems daunting, for others there has been no push to conversion as microfiche was expected to last for 100 years. The problem is the devices for viewing both microfilm and microfiche are becoming harder to get hold of.

For those companies we would say don’t panic. At OASIS Group we have specialist Team Members trained to use various reading and conversion devices.

Business Process Automation (BPA)

Business process automation, also known as business automation or digital transformation, uses technology to automate complex business processes. For companies looking to achieve their digital transformation goals business process automation is a great place to start.

Unlike other automation processes business process automation connects to multiple IT systems and is tailored specifically to the needs of each organisation. Therefore rather than an out of the box solution, workflow is used to replicate, or build upon an existing business process.

Robotic Process Automation (RPA)

Robotic process automation focuses on automating individual tasks (such as reading a document or fetching data from a database or system). Unlike BPA, which looks to achieve full process automation, robotic process automation focuses on smaller tasks within a larger process.

By using robots to do repetitive parts of a larger process; such as moving files, copying data, filling in forms or logging into systems, humans are freed up to be creative or further innovate to improve processes and procedures.

Future Innovations

Whilst this list includes just five innovations within information management there are many more we could have included. Knowledge and information are at the heart of innovation and we are seeing more creative responses to problem solving everyday.

By understanding how we interact with the data and information in our own organisations we can achieve new and exciting innovations.

A new year’s resolution or evolution?

New Year, new you?

How many times have you decided that the first day of January is when you will go on a diet, start an exercise plan, give up something that you enjoy because it is ‘bad’ for you or make a big change in your life?

And more importantly, how many times have you stuck to it and achieved your goals? New year, new you! Sound familiar?

But why does 1 January have to be different to the day, month or year before? If something needs changing or improving, don’t wait for that arbitrary date in the diary, set yourself realistic and achievable goals and get started straight away!

So how do you stick to your new year’s resolution?

Here’s the secret, don’t make one in the first place!

At OASIS Group, information security and data protection is in our DNA. The date on the calendar is completely irrelevant. It is embedded into our strategies, goals, plans, policies and procedures and these remain under constant review. We don’t need a new year’s resolution to ensure that the data in our custody is protected and secure and compliant with data protection laws and other relevant regulations.

We recognise that data protection risks and threats can never be truly avoided and we also know that regulations, legislation, technology and, client requirements, are ever changing. The secret is to acknowledge this, carry out regular risk assessments and horizon scanning activities to help you prepare for those risks, threats and changes insofar as possible. Of course, no one has a crystal ball, and the unexpected will sometimes happen. The important thing is being ready and able to adapt quickly to any changes and evolve with them.

Evolutions not resolutions.

Here are a few things you can do to start your data protection evolution

  1. Know your data
    • Do you have a Record of Processing Activities?
    ‘Well, of course I do, that is the law!’
    Ok, but when was the last time you reviewed and updated it. Did you remember to include that new system you just purchased and all the personal data that it is collecting? Or what about that process you just changed?
    • If you don’t know what data you have, where it is stored, who has access to it, how can you ensure that it is fully secure and protected? If you have a data breach, how will you know that you have fully contained it and accounted for all of the compromised data?
  2. Set small and achievable data protection goals with a clear purpose
    • Keep the data subject and their rights and freedoms at the heart of your goals.
    • Have you checked that your goals are aligned with reducing your top risks and threats to personal and confidential information?
  3. Ensure you have the right tools in the box
    • Do you have the necessary tools and resources to manage your personal data?
    • Do manual processes create duplication or introduce the risk of error?
    • Here at OASIS, we have award-winning solutions to help you stay compliant with data protection laws, keep your data secure, manage retention periods and securely delete and destroy your data. Speak to one of our Account Managers or visit our website for further details.
  4. Data protection by design and default
    • Is data protection built into any new projects, products, processes? Are all stakeholders involved?
    • Are you completing data protection impact assessments (DPIAs) and considering data subject needs before you start a new project?
  5. Out of sight, but not out of mind
    • Regularly review information security and device policies and procedures for homeworkers. Ensure they are trained in these and that all devices are receiving the latest security updates.
    • Ensure that your homeworkers can securely destroy confidential waste. Here at OASIS, we can offer door to door confidential shredding and destruction services for paper and media
  6. Be ‘incident’ ready
    • Have you written and kept up-to-date incident and cyber response plans?
    • Do you have sufficient resources to deal with an incident? Do you have a dedicated incident response team?
    • When did you last test them?
  7. Data retention
    • Do you have a data retention policy which is communicated across your organisation?
    • Are you checking that data is deleted when the retention period has been reached?
  8. Training and awareness
    • Do your Team Members receive regular training covering all relevant data protection and information security policies and procedures?
    Do you record this and check their understanding?
  9. Covid-19 data
    • Avoid collecting and recording this data
    • If that is not possible, only collect and record data that is absolutely necessary and for which you have a specific, lawful purpose
    • Restrict access to the data to only those who absolutely need it and ensure retention periods are closely followed
    • Ensure your privacy notices are up to date and available for all data subjects to access

Although today marks Data Protection Day throughout Europe, here at OASIS, it is Data Protection Day everyday! For us, this is not a new year’s resolution that might not last or something we look at once a year, but rather an evolution, where we constantly review, innovate and adapt how we operate and protect personal information to ensure that it stays secure and compliant in an ever-changing legal, regulatory, political and technological landscape.

What are your data protection ‘evolutions’?

We would love to hear from you.