Why the right workplace supplies solution gives charities the answer to GDPR and greater efficiencies

Any charity that wants to make efficiencies, enhance practices and ensure its data handling is ready for the GDPR (General Data Protection Regulation) should make workplace consumables key to its planning.

With the charity sector under the spotlight for the way some organisations have handled data, and others have reportedly targeted their supporters for donations, good practice in the procurement of workplace supplies matters. It is an often unsung, yet important, additional way a charity can ensure it operates better and prevents difficult issues from arising in the first place.

Beyond the cost-saving exercise of purchasing new office supplies, asking your provider how they can strategically support your charity in its drive to improve practice is a good move. It’s worth weighing up suppliers’ potential added value in terms of how they will work with you beyond product range and cost.

Why charities can’t ignore GDPR

Charities will not be exempt from GDPR. Any organisation that handles EU citizens data may be given a fine of up to 20 million Euros (£17m) or 4% of annual global revenue, whichever is greater, from May 2018, if they experience data theft or loss.

The GDPR makes how charities manage, protect and administer data all-important. They will be expected to have procedures in place for data processing activities and to ensure all their IT systems are robust. Under the GDPR, personal data, which includes any data that can be used to identify an individual, whether this is genetic, mental, cultural, economic or social information, must be protected.

Even before the GDPR was on the horizon, UK charities found that sharing people’s data without telling them is a risk, with some given fines by the Information Commissioner for breaches of data use. As Tim Turner points out in Fundraising and Data Protection, some charities appear to think that regulatory bodies should consider how important fundraising, and some specific techniques, are to their business mode. However, he says that all that matters is whether charities’ processing of data is lawful, and whether it will continue to be under GDPR from May 2018.

Workplace supplies that protect data

Preventing data from falling into the wrong hands, or being open to mis-use, is critical.

From the secure destruction of paperwork by cross cut shredders that shred A4 sheets  into thousands of pieces, to encrypted USB and SSD devices, finding the right products involves talking to workplace supplies providers for advice on how to reduce the risk of a data breach.

Charities that minimise the risk of their data being stolen or illegally accessed, by implementing appropriate tech protection measures, are much more likely to avoid potential administrative costs, fines and reputation damage.

USB flash drives can protect sensitive data from unauthorised access and accidental loss, with built-in encrypted backup, secure file sharing and computer protection. These include auto-destruct settings to delete data past a specified date and time and can be set to read-only to prevent malware infections.

Output trays on printers and push printing can present risks too. Charity employees and volunteers need to be trained in their use of devices, to understand how to store data and how they handle any paperwork containing personal data. It will be critical that paperwork is not left lying around the office or on machines.

A good workplace supplies partner will suggest solutions to help mitigate the risk of data loss, through both best practice by end users and products to support this.

Effective printer solutions can detect, protect and even self-heal from attacks, automatically and in real time. There are also products that can enable the organisation to set security configuration policies and automatically validate settings for every printer in its fleet.

A workplace supplies process that increases efficiencies

Purchasing workplace supplies better not only meets legislative needs and saves money, but can significantly lower soft costs.

Consolidating the purchase of all consumables through one supplier, rather than several, can help a charity to achieve considerable operational improvements. It can reduce time-consuming non-core activities for employees and lower spend across all workplace supplies categories.

If a charity deals with six different suppliers, this will incur many soft costs, from  ordering and supplier management to multiple deliveries, invoices and contractual arrangements for, potentially, a wide range of employees to deal with. This is a heavy time and resource drain that can be significantly reduced.

Efficiencies will follow when facilities supplies, cleaning, catering, stationery, protective equipment, computer consumables and other needs, are consolidated into one ordering process, through one supplier.

One source for all workplace supplies can not only reduce a charity’s workloads, admin time and costs, but decreases the number of deliveries and can help to support operational health and safety targets.

Download our B Guide to GDPR

With Banner you can increase efficiencies and be prepared for the GDPR. If you would like to find out how, please telephone us on 0843 538 3311 or contact our technology team at technology@BannerUK.com

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