Data is a strategic asset that can deliver greater insights, accelerate innovation, and improve the delivery of public services
Information security is high on the agenda for all organisations, and the public sector is no different. As more data exists in electronic form, the constant threat of cyber-attacks and data breaches demands a greater emphasis on implementing stringent information governance policies to ensure data security and compliance.
It’s been well documented that paper and hard copy documents are the weakest elements from a security point of view – they can get lost or damaged and open endless possibilities for mishandling or theft.
The longer data remains in an analogue form, such as paper, the more risk individuals and organisations are exposed to. By directly integrating business-critical information into line of business systems, government agencies and departments will realise improved productivity and efficiency benefits, not least of which is the ability to securely access and share information in real-time.
Scanners and software from Kodak Alaris, combined with professional services support and guidance, help organisations improve security by getting information off paper, out of analogue form and into a digital format.
Capture at the edge
Ensuring compliance with legislation such as the GDPR and the UK Data Protection Act demands an integrated approach to information security and governance, beginning when data enters an organisation.
Where Kodak Alaris excels is in helping organisations to capture information from paper and other sources right at the point of origin. Scanning paper-based information at the point of entry (we refer to this as ‘capture at the edge’) makes it immediately available for all staff, and enables better traceability and compliance, an improved citizen experience, and enhanced quality of data capture into downstream processes.
Secure information access and handling
It’s important to note that if information access and handling is uncontrolled, then digital documents and data pose many of the same problems as their paper-based counterparts. Weak points can be targeted by bad actors – inside and outside an organisation – who are looking for ways to manipulate documents or put them to fraudulent use.
Making sure the right person is capturing the right information and putting it into the right business process is in itself a form of securing documents. Securing information closer to the source reduces the risk of loss, leakage or destruction, helping organisations to meet compliance legislation around data protection and secure data management.
Centralised management of document capture using scanners and software from vendors such as Kodak Alaris, helps maintain the tight controls necessary to ensure compliance. Scanning and capture profiles can be set up and monitored by central IT, and data entry errors and rework caused by complicated, difficult user interfaces can be reduced.
Documents can be digitally monitored throughout the organisation and organisations can take further steps to secure information by setting up access rights and establishing a complete chain of custody by end-to-end monitoring all access and data manipulation.
Built with security in mind
Scanners from Kodak Alaris include intelligent features that help track paper documents, such as image addressing, indexing and patch counting, which supports an audit trail of data in business systems, automates tedious tasks and boosts efficiency.
Importantly, scanners from Kodak Alaris process scanned data exclusively through volatile memory, ensuring image data is effectively erased upon shutdown.
Advanced intelligent document processing (IDP) solutions such as KODAK Info Input Solution address stringent security requirements and deliver further automation and productivity benefits.
On top of its robust IDP and artificial intelligence integration capabilities, KODAK Info Input Solution is known for its unparalleled flexibility in meeting the critical security requirements that government agencies demand.
Info Input’s open architecture allows for easy integration with existing systems. Connectors seamlessly integrate documents and data into legacy downstream and cloud applications, and its intuitive user interface minimises the need for training and maintenance costs.
Info Input ensures a consistent cross-platform chain of custody, which is essential for compliance and security audits. Data transfers are secured using standard Secure Sockets Layer (SSL) encryption.
Info Input also makes it easy to redact personally identifiable information (PII) from scanned or electronic documents automatically, ensuring that government agencies are compliant with all GDPR requirements.
Protected, productive and compliant
Scanners and software solutions from Kodak Alaris are designed to work together, helping organisations stay protected, productive and compliant.
By harnessing the right technology to leverage the full potential of data, starting from the point information enters their organisation, every government department can better support their citizens and communities more effectively while simultaneously addressing regulatory compliance requirements and avoiding any risk associated with non-compliance.
For more information, please visit Kodak-Gov