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Improving Governance and POPI Compliance: Information Management Solutions

Improving Governance and POPI Compliance: Information Management Solutions

South African organisations are faced with many governance and compliance challenges including POPI Compliance. The legislation on how information is stored and disposed of is changing, and the new POPI (Protection of Personal Information) act has shifted many of the storage and security requirements for business. An effective document management solution can, in fact, help to alleviate some of these issues.

Essentially, the POPI act requires the personal information of both employees and clients to be protected and private. Failure by a company to do so could result in criminal legal action being taken against the business, including fines of up to R10 million or even a prison sentence. So it has become increasingly important for all organisations to address this issue.

 

How Information Management can Ensure Your POPI Compliance is Improved

Security of information
A good document management solution uses only proven methods for document storage and retention and offers policies, procedures and training programs to ensure accuracy and security. Storage is secured and access to documents is only available with the use of authorisation lists.

Information Control
Effective document management solutions control the flow of information while still providing you with the information you need about your records.

Disaster Prevention & Recovery
The physical safety of your documents as important as their security. Document management should include a disaster prevention and disaster recovery component in case of emergency. Storage in an offsite facility is a good way to prevent document theft and maintain confidentiality.

Long-term storage
Long-term storage in an offsite facility ensures that all records are securely kept for the length of time required by legislation.

Records Disposal
Often overlooked when considering compliance, the correct and complete disposal of records prevents identity theft, intellectual property theft and misuse. This ensures the protection of the identities and sensitive information of all employees and clients.

 

How to get started

The POPI act is now a reality in South Africa. If your organisation isn’t already compliant, Iron Mountain can help. We will work with you to create a solution that works for both you and the law, helping you to rest easy knowing your data has been secured.

Please contact us to discuss your compliance needs or if you are ready to get started.

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