A Simple GDPR Audit for most small companies

04/05/2018 By Bob Lewis-Basson

To be ready for May25th and the need to conform to GDPR

This does not include DPO, as you won’t need one.

Information you hold You should document what personal data you hold, where it came from and who you share it with. You may need to organise an information audit.

Communicating privacy information You should review your current privacy notices and put a plan in place for making any necessary changes in time for GDPR implementation.

Individuals’ rights You should check your procedures to ensure they cover all the rights individuals have, including how you would delete personal data or provide data electronically and in a commonly used format.

Subject access requests You should update your procedures and plan how you will handle requests within the new timescales and provide any additional information.

Lawful basis for processing personal data You should identify the lawful basis for your processing activity in the GDPR, document it and update your privacy notice to explain it.

Consent You should review how you seek, record and manage consent and whether you need to make any changes. Refresh existing consents now if they don’t meet the GDPR standard.

Children You should start thinking now about whether you need to put systems in place to verify individuals’ ages and to obtain parental or guardian consent for any data processing activity.

Data breaches You should make sure you have the right procedures in place to detect, report and investigate a personal data breach.

Data Protection by Design and Data Protection Impact Assessments You should familiarise yourself now with the ICO’s code of practice on Privacy Impact Assessments as well as the latest guidance from the Article 29 Working Party, and work out how and when to implement them in your organisation.

International If your organisation operates in more than one EU member state (ie you carry out cross-border processing), you should determine your lead data protection supervisory authority. Article 29 Working Party guidelines will help you do this.

IT Support Business Fundamentals

10/10/2017 By Bob Lewis-Basson

IT Support, Fundamental Policies for Your IT Department

As an expert in IT support for small business, I routinely work with clients looking to fully establish an IT department after previously relying for years on the collective efforts of multiple employees from other departments. Establishing a dedicated IT department is certainly no small undertaking. But it is necessary for a small business with IT tasks that have evolved into full-time work.

Whether establishing the IT department for the first time or looking to improve an existing department, I encourage my clients to look at the policies they have in place. Every small business IT department should have a least six fundamental policies that govern how the department accomplishes its mission. Those six policies are explained below.

1. Acceptable Use of Technology

Workers in the IT department have access to all sorts of technology during working hours. A policy outlining the acceptable use of said technology is critical. This policy defines how computers, mobile phones, fax machines, the internet, e-mail, and other technologies are used, along with penalties for misuse.

2. IT Services

In order for the IT department to effectively do its job, staff need to know the full scope of their mission. A comprehensive IT services policy establishes this. It outlines a supervisory structure and addresses the various tasks the IT department will be responsible for.

3. General IT Security

A general security policy outlines how networks and data is protected. It covers things like the proper use of data, the need for confidentiality, and so on. It also creates various levels of access and establishes guidelines for user names and passwords.

4. Networks

Creating a policy that includes guidelines for all in-house networks makes it easier for IT workers to know how those networks are configured, how employees are added and removed, how software is licenced, etc. A good networks policy can answer many of the questions not covered in the other five fundamental
policies.

5. Technology Standards

This policy outlines how software and hardware is purchased and used within the company. It also includes policies regarding any technologies that are banned in the workplace.

6. Disaster Recovery

Every IT department should have a solid disaster recovery policy in place. This policy dictates how the IT department will recover in the event any kind of disaster threatens network integrity or stored data.

Making the IT Department Work

Every small business IT department should have at least these six policies in place. It is fine to include additional policies as-needed, but these six are non-negotiable. They provide the foundation for making the IT department work efficiently and securely.If you are in need of IT support in Reading, please contact me at your earliest convenience.
I would be more than willing to discuss all your IT support needs, including developing comprehensive policies to govern your IT department. Remember that the success of any small business IT department depends heavily on the policies in place and how strictly those policies are followed.

Why Remote Network IT Support For Small Business Is Critical?

07/08/2017 By Bob Lewis-Basson

In the digital age in which we now conduct business, having a reliable and robust IT system is not an option. Everything from internal computer systems to local and wide area networks have to be up and running at all times. To lose access to computer systems is to lose access to one of the most important tools for doing business in the modern era. To that end, IT support for small business should always include remote network support.

Remote network support is that support offered by consultants and technicians not located on the client’s physical premises. It can be offered over the phone, via video conferencing, or through logging on to an actual network for troubleshooting and repair. More importantly, remote network support is now considered mission-critical. It is as important to business as computer systems and networks themselves. Below are three reasons that make the case for having remote network support in place at all times.

3 Reasons for Remote Network IT Support For Small Business

1. Problems Cannot Be Scheduled

Wouldn’t it be wonderful if management could schedule when IT problems would occur? They could then make sure they had support specialists on-site to have those problems dealt with. Unfortunately, problems cannot be scheduled. They come and go on their own time irrespective of whether their appearance is convenient or not.

Remote network support gives companies access to support specialists regardless of when problems occur. Indeed, support is just a phone call or text message away when companies contract with a competent support provider.

2. Response Times Are Faster

What is the main advantage of doing things online? Speed. Staff use e-mail to communicate in-house because it’s faster than running around the building looking for the person you want to speak with. Customers interact with businesses online because it is much faster than waiting in queue on the telephone. Network support works the same way.

Remote network support is, by its nature, heavily focused on doing things online as much as possible. That means faster response times from consultants and technicians. It means faster solutions more often than not. If anything, IT support for small business needs to be fast.

3. Remote Support Is More Flexible

Lastly, remote network support is generally provided by individual contractors or small companies supporting multiple clients simultaneously. In this regard, IT support for small business is a lot more flexible in that companies can utilise the services of support specialists only when they need them, rather than having to maintain their own staff of support specialists. This increases the flexibility of support without straining the company budget.

IT support for small business is the new normal in the digital age. If that support is to be utilised by small business to its fullest potential, it must include remote network support, which is now mission-critical. Remote support is available 24 hours a day, it is faster and more responsive, and it is flexible enough to meet the needs of clients regardless of their size and annual turnover.

Utilising a Fleet Effectively to Expand Your Business

08/05/2017 By Bob Lewis-Basson

(image: Pixabay)

Operating a fleet is a great way to make your business grow. For SME owners, it’s one of the best methods to get your business recognised especially if you’re relatively new in the industry. A fleet can be used to build your brand and The Telegraph showed various ways to do it such as heightening your business’s presence through visual impact and making a statement.

More importantly, however, a fleet’s functionality is unparalleled especially in terms of logistics and service efficiency for SMEs that require mobility. Company cars are even enticers or retainers of top talent considering that they may be provided as incentives for your employees.

But although the benefits of utilising a fleet are easily understood, the same can’t be said for fleet management. According to Small Biz Daily, a fleet may also be the biggest expense for any SME so if you’re unprepared, it can significantly damage your business instead of being an asset for growth. Thus, here are some guidelines to help you manage your fleet effectively.

Evaluate the pros and cons of both leasing and ownership for your business

There are many things to consider when managing a fleet, and at the top of the list is the choice of either ownership or leasing. In most cases, the latter is the better option; more so if you’re business is constantly shifting, i.e. project-based field services. Unless your business is directly related or largely linked to automobiles and any other similar industry, leasing outweighs ownership.

If you’re still not convinced, a report from Fleet News mentioned the additional drawbacks of ownership as compared to leasing. Currently, more than 50% of fleet vehicles in the UK are operated by SMEs and it was found through analysis that managing owned vehicles take up a huge chunk of daily business hours. Majority of SME owners seek assistance on relevant tasks, which can otherwise be reduced through vehicle leases thereby allowing them to concentrate on other facets of growing their businesses. To put it simply, leasing requires less time and costs.

Take advantage of technology and other similar tools

A fleet can be considered a technological investment. In our previous post titled ‘6 Important Technological Considerations for a Start-Up’, we discussed the numerous factors that can affect your business including flexibility and integration. Many of these elements apply to fleet management as well.

Additionally, creating a fleet management system will allow you to gather data which can then be compiled and analysed regularly. This information is crucial for you to know how your fleet is affecting your business.

Acquire knowledge on vehicles or get someone who can help

Another major component for effective fleet management is to know which type of vehicles to get, the advantages of each make and model, what features are available, etc. With all the automobiles out there, it can be overwhelming to decide on which vehicles to take for your fleet.

Furthermore, sustainability is important for SMEs like we’ve mentioned in a past UKBA post so elements like emissions should be taken into account. In fact, it plays a role in reducing costs as you can be charged with higher taxes if your fleet has high CO2 emissions, hence, be sure to consider green cars. This may even work in your favour in terms of your reputation, as it shows that your company is adhering to ecological standards.

Getting someone you trust who is knowledgeable on vehicles that can double up as an insurance broker is also a good option. This person may be tasked to handle fuel and maintenance costs, repair bills, injury claims and other related matters.

Invest in the people who will be using your vehicles

Last but not the least, the people who will be using your vehicles should be considered just as important, if not more important that any other variable. Invest in driver training so as to improve their road behaviour and focus on safety. It will equip them with useful knowledge as well such as improving fuel efficiency and proper vehicle handling.

The use of fleet tracking has also been proved to be beneficial. In the Telogis blog post‘Combat Distracted Driving with Fleet Tracking’, it was explained how distracted drivers are costing lives and damaging property including businesses. Through fleet tracking, issues in factors like safety, cost-savings, and efficiency are addressed.

To sum it all up, you can grow your business exponentially through utilising a fleet, but just like your business operations, a fleet also comes with the responsibility of effective management. Thankfully, information that aids its implementation is easily accessible.

For more personalised support in handling your business, you can proceed to our Contact Page to get in touch with an advisor directly.

Written by Alicia Venus
Exclusive for ukba.co.uk

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