Information Security: the heart of the paperto-digital. 14 th September 2017

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1 Information Security: the heart of the paperto-digital journey 14 th September 2017

Agenda 13.00-13.05 Preparing for GDPR (video) Information Commissioner's Office 13.05-13.35 GDPR: What to expect, Martin Fletcher, National Archives 13.35-13.

2 Agenda Preparing for GDPR (video) Information Commissioner's Office GDPR: What to expect, Martin Fletcher, National Archives Paper to Digital Transformation Jonathan Elliott, Xerox Break The challenges of digital transformation Roundtable Information village

3 Preparing for GDPR Information Commissioner s Office video

4 ICO video To watch the ICO video shown on the day, please click here to view it on YouTube 4

Part 2 - The Public Good Preparing for GDPR Activity o Sharing information o

Data Protection and Information Management along with protecting personal data GDPR provides a framework for good information management the data protection principles can be used for all

8 Data Protection and Information Management along with protecting personal data GDPR provides a framework for good information management the data protection principles can be used for all corporate data in order to keep it secure the principles can also act as an enabler, for example making it easier to find data in response to a Freedom of Information request ico 8 Crown Copyright 2017

data protection principles imposes a duty on

9 General Data Protection Regulation (GDPR) replaces the Data Protection Act on 25 th May 2018 refreshes data protection principles imposes a duty on organisations to report certain types of breach Crown Copyright 2017

10 Data Protection Principles lawfulness, fairness and transparency collected for specific purposes adequate, relevant and not excessive accuracy storage limitation integrity and confidentiality Bartyzel 2014 accountability 10 Crown Copyright 2017

11 Key Considerations Ensure that explicit and valid consent is gained to collect and process data, where this is the condition for processing being relied upon change in the status of contractors/data processors breach reporting within 72 hours 11 Crown Copyright 2017

12 Five things IAOs should know awareness: make sure you and your staff are aware that the law is changing, and the impact this is likely to have information: find out what personal data you hold, where it came from and who you share it with individuals rights: check your current working practices to ensure they comply with the rights of data subjects legal basis: look at the types of processing you carry out, identify your legal basis for doing this and document it breaches: make sure your staff are aware of the procedures to detect and report data breaches 12 Crown Copyright 2017

14 Activity: Exploiting Information Effectively The Bee-Keeping licencing agency holds a large amount of physical records from the first half of the 20 th century relating to historical applications for bee keeping licenses. In order to make it easier for bee keeping clubs to trace their histories the agency has decided to digitise these records and make them available through an online portal. The agency does not have the in house capacity to digitise such a large amount of records; therefore it is considering hiring a data processor outside the EU to complete the task on its behalf. Before any information gets sent over, discuss as a group: What questions do we need to ask ourselves regarding the data? What questions do we need to ask the data processor? 14 Crown Copyright 2017

16 Paper to Digital Transformation Jonathan Elliott

17 Degree of Change Management Service Transformation Principles Integrated document workflows Paper to Digital Transformation Multi-channel Communications Smarter technology Shared Services Consolidate suppliers Transformational Do things differently Transitional Do the same with less resources Transactional Pay less for the same resource 17 September 15, 2017 Business Benefit

18 Xerox Services for Public Sector to support the Paper to Digital journey Patient / Citizen

19 Digitising Paper Records To view the Worcestershire video shown on the day, please click here to view it on YouTube September 19 15, 2017

20 Innovation - Services Road Map Cost / Efficiency Data Analytics AI VALUE Hybrid Mail MPS Digital Communications External Print Creative Services EDRMS Document Assessments Digital Records Digital Mailroom Service Start User experience Q1 Digital Asset Management Multi Channel Communications Document Workflow TCO Q2 Q3 Q4 Year 2 Year 3 Year 4 Year 5+ RPA Transition Transformation Optimisation 20 Value Chain Hybrid Mail to reduce need for printers deliver postage and admin savings De-risk take on existing vendor Manage existing contracts Rationalise & refresh MFD fleet Implement follow you to reduce print volume Implement Xerox additional onsite fleet support service Deliver Proactive Support September 15, 2017 Value Chain Transition external print from externals to Xerox Introduce DR and load balancing via Xerox print network Introduce Xerox commercial print sourcing service to lower costs Provide ad-hoc scanning service though fleet Introduce Hybrid mail for outbound correspondence Introduce digital mailroom to close the loop on all correspondence Digitise health records across all sites Implement Scanning workflow on MFDs for day forward capture Xerox Internal Use Only Aspirations Implement Records solutions Implement improved workflow to streamline processes using digital records Implement data analytics to use information in digital records to drive planning decisions and better outcomes Realise multi-channel communication benefits by signing up citizens to digital services. Introduce Robotic Process Automation and AI to speed up decision making and reduce admin tasks.

21 Closing remarks A service transformation mind-set can drive real and measurable change Our services focus on service improvement and cost reduction but critically support your journey to being GDPR compliant New frameworks facilitate this journey of change A roadmap for the paper to digital journey is important Stepped approach is sensible Long term strategic partnerships underpin success in this market Xerox is continuing to invest and innovate our services to meet dynamic needs of the Public Sector 21 September 15, 2017

22 Roundtable

23 Which word springs to mind most with regards to GDPR? 23 September 15, 2017 Xerox Internal Use Only

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GDPR: A QUICK OVERVIEW

GDPR: A QUICK OVERVIEW 2018 Get ready now. 29 June 2017 Presenters Charles Barley Director, Risk Advisory Services Charles Barley, Jr. is responsible for the delivery of governance, risk and compliance