Typically, case and record management involves several steps that can introduce potential security risks. Many firms can go through the tiresome process of manually handling sensitive records. This approach not only creates inefficiencies but also creates a potential threat to data security.
The traditional risky route
Typically, the journey of a document from inception to expert analysis involves multiple insecure touchpoints, increasing the likelihood of security breaches. The process usually includes:
Internal scanning and storage: Records are scanned and filed within the company.
External sorting: The stored records are sent to an external sorting company, which prints and scans them, sometimes into a digital format.
Expert consultation: The bundle is then sent to an expert for analysis, often physically but also through file transfer sites or other document management platforms.
Potential breach points: These steps create a potential security risk as the physical documents could be stolen or lost. If they have been transferred via a file site, there’s no guarantee that the site meets the necessary security requirements. Once downloaded, there’s no confirmation or agreement from the recipient about responsible data handling or that the site meets security regulations.
Our secure solution
We mitigate any security risks by offering a streamlined, secure, and fully auditable process.
Private cloud hosting: All data is hosted within the UK, and we are CE Plus, ISO 90001, and 270001 certified to ensure all casework has the highest level of security.
Terms and conditions agreement: Before any download occurs, our system requires users to agree to terms and conditions. This step ensures that individuals take explicit responsibility for the records they are about to access.
Security disclaimer: In the event of a security incident, our system has a record of the user acknowledging responsibility. This adds a layer of protection, especially if records are accessed from a stolen or compromised device.
Auditable touchpoints: We provide a comprehensive audit trail, showcasing every touchpoint in the document’s journey. Users can track logins, views, and downloads, ensuring transparency and accountability.
Data responsibility confirmation: Unlike generic file transfer platforms, we ensure that users confirm their understanding and commitment to handling sensitive information responsibly.
Our approach significantly reduces the risks associated with conventional case management processes. With enhanced security measures, clear responsibility disclaimers, and detailed audit capabilities, we provide the best solution for firms dealing with sensitive records.
