information security: the heart of the paper- to-digital … · information security: the heart of...
TRANSCRIPT
Agenda
13.00 - 13.05 Preparing for GDPR (video)Information Commissioner's Office
13.05 - 13.35 GDPR: What to expect,Martin Fletcher, National Archives
13.35 - 13.50 Paper to Digital Transformation Jonathan Elliott, Xerox
13.50 - 14.00 Break
14.00 - 15.00 The challenges of digital transformationRoundtable
15.00 - 17.00 Information village
To watch the ICO video shown on the day, please click here to view it on YouTube
ICO video
4
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Part 2 - The Public Good
• Preparing for GDPR
• Activity
o Sharing information
o Collecting information
o Publishing information
© Colin 2012
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Data Protection and Information Management
• along with protecting personal data
GDPR provides a framework for good
information management
• the data protection principles can be
used for all corporate data in order to
keep it secure
• the principles can also act as an
enabler, for example making it easier
to find data in response to a Freedom
of Information request
© ico
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General Data Protection Regulation (GDPR)
replaces the Data Protection
Act on 25th May 2018
refreshes data protection
principles
imposes a duty on
organisations to report
certain types of breach
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Data Protection Principles
• lawfulness, fairness and transparency
• collected for specific purposes
• adequate, relevant and not excessive
• accuracy
• storage limitation
• integrity and confidentiality
• accountability
© Bartyzel 2014
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• Ensure that explicit and valid
consent is gained to collect
and process data, where this is
the condition for processing
being relied upon
• change in the status of
contractors/data processors
• breach reporting within 72
hours
Key Considerations
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• awareness: make sure you and your staff are aware that the law is changing, and
the impact this is likely to have
• information: find out what personal data you hold, where it came from and who
you share it with
• individuals rights: check your current working practices to ensure they comply
with the rights of data subjects
• legal basis: look at the types of processing you carry out, identify your legal basis
for doing this and document it
• breaches: make sure your staff are aware of the procedures to detect and report
data breaches
Five things IAOs should know
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The Bee-Keeping licencing agency holds a large amount of physical records from the first
half of the 20th century relating to historical applications for bee keeping licenses. In order
to make it easier for bee keeping clubs to trace their histories the agency has decided to
digitise these records and make them available through an online portal. The agency
does not have the in house capacity to digitise such a large amount of records; therefore
it is considering hiring a data processor outside the EU to complete the task on its behalf.
Before any information gets sent over, discuss as a group:
What questions do we need to ask ourselves regarding the data?
What questions do we need to ask the data processor?
Activity: Exploiting Information Effectively
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Further Support
• ICO Data Protection Reform website
https://ico.org.uk/for-organisations/data-protection-reform/
• GDPR Overview
https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/introduction/
• 12 steps to prepare for GDPR
https://ico.org.uk/media/1624219/preparing-for-the-gdpr-12-steps.pdf
17 September 15, 2017
Service Transformation Principles
• Integrated document workflows
• Paper to Digital Transformation
• Multi-channel Communications
• Smarter technology
• Shared Services
• Consolidate suppliers
TransformationalDo things differently
TransitionalDo the same with less resources
Degre
e o
f C
ha
nge
Ma
na
ge
me
nt
TransactionalPay less for the same resource
Business Benefit
To view the Worcestershire video shown on the day, please click hereto view it on YouTube
Digitising Paper Records
19September 15, 2017
September 15, 2017 Xerox Internal Use Only20
Innovation - Services Road Map
Multi Channel Communications
VALUE
TCO
Hybrid Mail
Cost / Efficiency
Q1
OptimisationTransformation Transition
Service Start
Value Chain
• Hybrid Mail to reduce need for printers deliver postage
and admin savings
• De-risk take on existing vendor
• Manage existing contracts
• Rationalise & refresh MFD fleet
• Implement follow you to reduce print volume
• Implement Xerox additional onsite fleet support
service
• Deliver Proactive Support
Aspirations
• Implement Records solutions
• Implement improved workflow to streamline processes
using digital records
• Implement data analytics to use information in digital
records to drive planning decisions and better outcomes
• Realise multi-channel communication benefits by signing
up citizens to digital services.
• Introduce Robotic Process Automation and AI to speed up
decision making and reduce admin tasks.
Value Chain
• Transition external print from externals to Xerox
• Introduce DR and load balancing via Xerox print network
• Introduce Xerox commercial print sourcing service to lower
costs
• Provide ad-hoc scanning service though fleet
• Introduce Hybrid mail for outbound correspondence
• Introduce digital mailroom to close the loop on all
correspondence
• Digitise health records across all sites
• Implement Scanning workflow on MFDs for day forward
capture
Q2 Q3 Q4 Year 2 Year 3 Year 4 Year 5+
External Print
Creative Services
Digital Communications
Digital Mailroom
RPA
User
experience
Document Assessments
Digital Asset Management
Digital Records
Data Analytics
Document Workflow
EDRMS
MPS
AI
21 September 15, 2017
• A service transformation mind-set can drive real and measurable change
• Our services focus on service improvement and cost reduction but critically support your journey to being GDPR compliant
• New frameworks facilitate this journey of change
• A roadmap for the paper to digital journey is important
• Stepped approach is sensible
• Long term strategic partnerships underpin success in this market
• Xerox is continuing to invest and innovate our services to meet dynamic needs of the Public Sector
Closing remarks