In our last blog, we looked at document storage and facilities management services for small- and medium-sized enterprises (SMEs). We know that running an SME in the twenty-first century isn’t all about paper. More than ever, SMEs must be nimble when it comes to digital data management and have a secure online presence. In this blog, we’ll look at how CAS can provide SME digital storage and data disposal services – and where to turn for further help on cybersecurity.
CAS Cloud and digital document management
SMEs can rarely afford file servers with adequate security protection. You can save space, increase flexibility and improve efficiency with CAS-Cloud, our cloud-based document management system. Even documents that you have on paper can be duplicated or backed up in digital format. For a low monthly rental you can start with a one-user document management system, which includes 10GB of storage (enough for around 150,000 scanned pages).
Live file storage
For SMEs which are using our document storage services, there may be certain document which you need to access frequently. With our live file storage service, such documents can be scanned and made available for use immediately in electronic format. Records that are in constant use can be retrieved, updated and returned to storage 24/7. CAS’s online file storage system comes with customised search criteria that enables authorised personnel to access records remotely from anywhere in the UK.
In an increasingly digital world, SMEs often overlook the costs of staff time spent scanning documents. Besides, hours may be spent troubleshooting problems with multi-function printers in the first place. CAS’ document scanning services offer major cost and time savings. Most helpfully for SMEs, your entire archive need not be digitised in one go, with our scan-on-demand service. Once you have indicated you need a digital copy of a file, it is prepared for scanning by our experienced document management professionals. After being scanned using our SmartScan technology, the files are coded and the digital record added to your virtual record library.
Even SMEs have highly sensitive data stored on their IT equipment, which will be subject to GDPR data protection rules (see below). Keeping this information safe and secure once the equipment reaches the end of its life can be a real worry. CAS’s data disposal services can help you get rid of obsolete PC’s, laptops, mobiles and data storage devices. To make life easier, we charge by the kilogram, even when there’s a mix of obsolete technologies.
Small business services that enhance cyber security
One particular area that is crucial for small businesses is cyber security. Small businesses receive regular phishing emails, or may even be subject to denial of service attacks. With GDPR in place, SMEs must also protect their employees’, clients’ and customers’ data. With CAS small business services, SMEs can rest assured that we’ll help them meet their duties. All our services are GDPR-compliant, and we set great store in our high levels of physical and cyber security.
We can also point SMEs in the direction of help to boost their internal security systems. For instance, the National Federation of Self-Employed and Small Businesses (FSB) has a useful checklist of cyber security tips on its website (https://www.fsb.org.uk/resources/top-five-cyber-security-tips-for-small-businesses). You must also check whether you need to be registered as a data controller with the Information Commissioner’s Office (ICO, https://ico.org.uk). If you’re storing and using personal data for legitimate business reasons, you probably need to be registered. The ICO website has a handy self-assessment tool to work out whether you should be.
Contact CAS today to get a free quote on SME digital storage and data disposal solutions, or to find out more about our other services.
About CAS SME digital storage and data disposal services
CAS provides comprehensive and secure small business services including document storage and management. For more than 20 years CAS have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed.