GDPR Compliance for Document Scanning

GDPR Compliance for Document Scanning

📢 Why GDPR Compliance Matters for Document Scanning Companies

If your organisation plans to digitise paper records, you’ve probably come across the term GDPR — the General Data Protection Regulation. But what does GDPR actually mean for document scanning? And how can you be sure your scanning provider follows the law?

In this post, we explain why GDPR compliance is essential, how it impacts scanning services, and how Data Solutions Group protects your data at every stage.

🛡️ What Is GDPR – And Why Should You Care?

The General Data Protection Regulation (GDPR) sets strict rules for handling personal data. It applies to anything that can identify an individual — from names and addresses to medical files or payroll records.

Contrary to what many think, GDPR doesn’t just apply to digital data. Paper records also fall under the regulation. So, if you scan documents, you need to follow the rules from the moment you collect them.

Ignoring GDPR can lead to major fines and damaged trust. That’s why choosing a GDPR-compliant scanning provider is more than a good idea — it’s a necessity.

🔍 Still Responsible After Outsourcing? Yes, You Are

Some companies believe that outsourcing scanning shifts the GDPR responsibility to the provider. It doesn’t.

Even after you hand documents over, you remain the data controller. That means the law still holds you accountable for how that data is processed.

When you work with Data Solutions Group, you gain a scanning partner who understands this and takes the role of data processor seriously. We don’t just comply — we guide you through the process confidently and transparently.

🧰 Our GDPR-Compliant Scanning Process

We built our scanning workflow to prioritise security, transparency, and accountability:

  1. We collect documents securely
    Our team uses tracked vehicles and DBS-checked staff to ensure a safe collection.

  2. We prepare your files with care
    We remove staples and bindings in a secure area under supervision.

  3. We scan with precision and OCR
    Our equipment captures high-quality images, and we can apply OCR to make files searchable.

  4. We store data securely
    We use encrypted file transfers and ISO 27001-certified servers to protect your files.

  5. We control access tightly
    Only authorised and trained team members handle your data.

  6. We shred the originals securely
    After scanning, we destroy physical documents using cross-cut shredders. You receive a Certificate of Destruction for your records.

âś… What Makes Us GDPR Compliant?

We do more than just follow the rules — we make sure you understand and meet your obligations too:

  • We register with the Information Commissioner’s Office (ICO)

  • We provide Data Processing Agreements (DPAs) as standard

  • We train every team member in GDPR and require them to sign NDAs

  • We log every step in a full audit trail

  • We only keep your data for as long as needed, then dispose of it securely

  • We support your DPIA (Data Protection Impact Assessment) if your project requires one

As a result, you can trust us with high-risk or sensitive information.

đź“‚ The Types of Data We Handle

Every day, we scan files containing personal data like:

  • HR records and employee files

  • Financial documents and invoices

  • Medical and healthcare files

  • Legal documents and contracts

  • Education records and school archives

  • Local authority and council documents

No matter the file type, we follow the same strict GDPR procedures.

đź”— Stay Compliant Without the Stress

You don’t need to stress about GDPR when you work with professionals who understand the law. At Data Solutions Group, we help you stay compliant without overcomplicating the process.

When you choose us, you:

  • âś… Reduce your legal risk

  • âś… Stay in control of your data

  • âś… Avoid fines and breaches

  • âś… Protect your organisation’s reputation

Want to learn more about how we support GDPR compliance? Check out these services:

💬 Let’s Talk GDPR and Scanning

Still have questions about GDPR and scanning? Whether you’re handling internal HR files or entire archive rooms, we’re here to help.

đź“ž Call us on 01625 400250 or email us for a no-obligation compliance consultation HERE

Data Solutions Group – Secure. Compliant. Trusted by Organisations Across the UK.

GDPR Compliance for Document Scanning