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The development of digital technologies has resulted in the convenience of expanding knowledge. This access to at your fingertips data means businesses owners are able make business decision in almost real time, making a real impact on the business bottom line. It’s a simple formula: Data = Information = Knowledge The purpose of an information management system is the quick and economical retrieval of files. A robust information management system should offer instant access to all your records in a way that is easy to search and retrieve. Furthermore, a good system will also facilitate w...
A single source of truth is a single point of access and modification for a data element. It requires that all access is for the same copy of data. In records management, it comes down to structuring and modelling the system so that every data element, in this case records, is stored exactly once. Single source of truth is a practice and strategy that helps to ensure that data is reliable, accurate and secured. Recently, public sector directed news site, The Mandarin , talked about the Government’s move to a digital-first footing and the opportunity digital transformation poses for busin...
With the passing of the Notifiable Data Breaches Bill, all entities will need to now report data breaches to the Australian Information Commissioner. The essential goal of this mandatory reporting legislation is to avoid data breaches and to mitigate and limit the negative impacts when data is lost or stolen. While the laws will give Australia some of the strictest disclosure rules in the world , this new legislation only covers Australian Government agencies and private organisations with an annual turnover of more than $3 million, the same threshold as the Australian Privacy Act introd...
In February this year, the Australian Senate passed a bill establishing a mandatory requirement to notify the Privacy Commissioner and affected individuals of ‘eligible’ data breaches. The Privacy Amendment (Notifiable Data Breaches) Act 2016, amends Australia’s Privacy Act 1988 and is slated to take effect on February 22, 2018 if no earlier date is proclaimed. The new Notifiable Data Breach Bill covers most Australian Government departments and agencies – except for intelligence agencies, as well as all private sector and not-for-profit organisations with annual revenue of AU$3 million (US$2....
Records management and storage were once just about managing records and tracking boxes; however, digitisation has increased and with it the real threat of security breaches. IBM’s 2016 Cyber Security Intelligence Index highlighted that there has been a shift in online targets of record theft, essentially away from credit cards and toward health-related data. Health records are a key target for identity theft, and a fully populated medical record is a more lucrative grab than credit card data. Credit card data, on average sells for as little as $1 whereas according to Rich Ferguson, country ma...
The prominent rise of hackers accessing large corporate data sources has created a completely different landscape for the Data-breaches data security industry. In response to this, the Federal Government has released an exposure draft of new mandatory data breach notification laws that will form part of the Privacy Amendment (Notification of Serious Data Breaches) Bill 2015. Originally earmarked to be implemented in the first half of 2016, these new laws are still in review however will mandate that any business, corporation, or government organisation must report the ...
The rapidly evolving technology space presents unique and complex challenges for records mangers and the organisation of digital records. To address the rise of digital content, our increasing reliance on it and how it changes the way we manage our records, Compu-Stor has recently created a new Head of Digital role. Stephen Wellington has joined Compu-Stor as Head of Digital. Stephen brings to Compu-Stor decades of experience in digital and the records management field driving operational efficiencies through digital technology and designing large scale transformation projects that deliver rea...
When professional practices say they are “digitising” their records these days, what many of them mean is that they are just scanning their documents as PDFs. But this isn’t a robust records management solution. Why? Scanned PDFs do not inherently provide information management capabilities like search, sort and others. A real records management solution provides: meaningful ways to search data meaningful ways for professional practices to analyse data analysis of information trends general information on clients All these benefits were previously unavailable with paper-based records (or ...
The International Organization for Standardization (ISO) recently released new International Standards for record management. The need for the updated ISO is to address the rise of digital content and our increasing reliance on it and how it changes the way we manage our records. As an industry leader in developing record management solutions for a wide range of corporations across different industry sectors, Compu-Stor actively ensure our systems are designed to ensure records are made and kept properly, resulting in a range of business-enhancing benefits. What is ISO? ISO 15489-1:2016 define...
Regardless of what type of business you are in, there will always be a level of obligation in relation to records management and compliance. These often mandatory requirements are in place essentially to ensure the privacy and security of everyone’s data and information as well as the lawful operation of every enterprise. So how can we be sure that we are keeping up with the standards expected of our records and information management systems? And sometimes the question should be more related to the systems themselves that help facilitate these compliance requirements. The efficient and compre...
Last month, medical files were allegedly stolen from a Melbourne GP clinic and dumped in a park, exposing people’s most intimate personal medical history. The medical practice acknowledged that the breach happened while the staff were preparing to move the practice to a new location and the files were waiting to be picked up for destruction, but for those patients with their medical details exposed, is this enough of an excuse? Victoria’s Acting Health Services Commissioner Dorota Siarkiewicz said of the breach, “health services are obliged to comply with the Health Records Act 2001 which deta...
Currently, there are around 80 Acts at both the State and Federal level which regulate document retention and destruction. The various regimes are not codified, some are industry specific and some are catch-all legislation. Privacy has become a top business priority for organisations all over the globe as new and expanding compliance regulations push for improved consumer data protection. At the same time, legislation is becoming stricter and safe record storage and destruction requirements are becoming increasingly stringent. The responsibility is on Australian businesses to remain on top of ...
There is no doubt about the importance of properly storing vital business information and documents, but one of the keys to storage is the easy retrieval of information in a time critical manner. In fact, research and surveys have shown that thirty percent of the workday is spent searching for files. That’s one and a half days a week or 78 workdays every year spent looking for paper around the office! If boxes have been stored with no system in mind, and little to no cataloguing or indexing, locating the right document can be a frustrating and time-consuming exercise, and waste val...
There are some rules regarding document storage that are wise to adhere to; and in business these rules can result in the make or break of your venture. So when it comes to document storage , what are some of the rules your business can’t afford to ignore? 1) Commit to your process entirely. Document storage is only effective if it is comprehensive. Half-hearted adherence to information management processes at a procedural level can spell doom for even the best-laid intentions. By fully committing to the ethos and process that is required by your chosen document storage strate...