N EW M A N A GE M E N T SYS T E M FO R TH E                    H OW M U CH I N FO R M AT I O N D O E S YO U R CO M P A NY ...
SITUATIONT he questions raised are not always easy to answer. IMAdvisory’s experience in the market enables it to knowthe ...
IMADVISORY    IS SUPPOR TED ON FOUR FUNDAMENTAL MAINSTAYS FOR    THE PROVISION OF ITS SERVICES:                          S...
IMADVISOR Y   is present in Europe, Central America and S outh America.                                                   ...
RECORDS RETENTION                                                            IMAdvisor y offers its clients a “Records Ret...
IMADVISOR Y draws up the records retention schedule in order to:M eet the current and future managementneeds of the differ...
PERSONAL DATA  PROTECTION  T he IMAdvisor y Personal Data Protection service was  created with the objective of providing ...
SUMMARY OF   RECORDS RETENTION SERVICE:             ·RECORDS RETENTION REPORTSSERVICES     ·RECORDS RETENTION S CHEDULE   ...
TRAINING  T here is no point investing time and resources in controlling information and monitoring the applicable  laws i...
PYRAMID OFBENEFITS                                                                    PRESERVATION OF THE COMPANY’S IMAGE ...
A L M A G R O , 1 5 · 2 8 0 1 0 M A D R I D · C A L L U S : + 3 4 9 1 2 8 4 1 2 9 1 · I N F O @ I M A D V I S O R Y. E S
IMAdvisory Catalogue
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IMAdvisory Catalogue

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The principal activity of IMAdvisory is ensuring that its clients have a system of data conservation which respects the periods and formats laid down. Furthermore, it ensures that its clients comply with all legislation and good practices applied in their sector.See our catalogue!

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IMAdvisory Catalogue

  1. 1. N EW M A N A GE M E N T SYS T E M FO R TH E H OW M U CH I N FO R M AT I O N D O E S YO U R CO M P A NY M A N A GE, CO N S E R VATI O N O F E S S E N TI A L A N D O N P A P E R O R E L E C T RO N I C FO R M AT, TH RO U GH O U T TH E NECESSARY INFORMATION WHICH ALLOWS FOR YE A R? O P TI M I S ATI O N O F RE S O U RCE S A N D I N C RE A S E H OW M U CH T I M E A N D RE S O U RCE S A RE S P E N T S E A RCH I N G I N E FF I C I E N CY BY A P P LY I N G L E GA L FO R D O C U M E N T S TH AT YO U S T O RE? RE GU L ATI O N S A N D GO O D P RAC TI CE S . D O YO U K N OW TH E R E CO R DS R ET E N T I O N P E R I O D S O F TH E D O C U M E N T S? IMADVISORY IS MEMBER OF ARMA “ASSOCIATION OF RECORDS MANAGERS AND ADMINISTRATORS” WHICH WHAT COSTS ARE INVOLVED IN KEEPING DOCUMENTS THAT HAS CONTRIBUTED, AMONGST OTHER THINGS, TO YO U CO U L D H AVE A L RE AD Y D E S T ROYE D? THE DEVELOPMENT OF THE UNE-ISO STANDARDS ON ANALOGUE PAPER AND ELECTRONIC DOCUMENT D O YO U CO M P L Y W I TH TH E A P P L I CA B L E RE G U L AT I O N S MANAGEMENT AT INTERNATIONAL LEVEL. RE GA RD I N G TH E CO N S E R VAT I O N O F I N FO R M AT I O N A N D PE RS O N A L DAT A P RO T E C T I O N? IMADVISORY’S EXPERTS ARE MEMBERS OF THE MAIN A RE YO U AWA RE O F TH E S A N C T I O N S RE GA RD I N G DAT A INTERNATIONAL PRIVACY AND DATA PROTECTION P RO T E C T I O N TH AT TH E CO M P E T E N T A U TH O R I T I E S CA N ASSOCIATION: IAPP " THE INTERNATIONAL A P P L Y FO R TH E I N AD E Q U AT E H A N D L I N G O F P E RS O N A L ASSOCIATION OF PRIVACY PROFESSIONALS”. D AT A S T O RE D BY YO U R CO M P A NY?B AC KG R O U N D / 0 2
  2. 2. SITUATIONT he questions raised are not always easy to answer. IMAdvisory’s experience in the market enables it to knowthe situation that companies f ind themselves in regarding the management of their information.Organisations with over 500 employees manage on average 40 million documents per year, on both physical anddigital medium, originals or copies, which arrive through different channels: e -mail, conventional mail, fax, etc.Most of the information that a company generates is in paper format. According to the traditional custody system,the cost of f inding a f iled document is very high and the probabilities of not f inding it can reach up to 60%.A study carried out for IMAdvisory reveals that 87% of companies surveyed are not aware of records retentionperiods of most of the documents that they handle. Between 65% and 80% of the information stored by companieshas now exceeded its obligatory conservation period and therefore could have been destroyed, or scanned maintainingits legal value.Almost three quarters of these companies CURRENT SITUATION OF INFORMATION MANAGING IN COMPANIESdo not have an information managementprogram which contemplates the recordsretention periods and the processes in Unmanaged information 28%which they take part. Managed in-house manually 57%The growing concern for preservingpeople’s privacy has led to a toughening Managed in-house electronically 27%of laws which regulate the processing ofpersonal data. The sanctions by the Off-site warehoused 33%competent authorities regarding PersonalData Protection can reach seven-f igure Outsource managed 4%sums, as well as the imposition ofsupplementary measures. PRINCIPAL COMPANIES CONCERNS REGARDING INFORMATIONThe adequate conservation of information MANAGEMENTand compliance with Personal DataProtection laws has still not occurred in Sanctions imposed by the competent authoritySpain and Latin America. In the 90%international f ield, and as a result of thedifferent events that have occurred in the Definitive loss of relevant records 73%United States, the importance of adequateinformation management has become the Cost and time of finding records 70%basis to enable many companies to givecontinuity to their businesses, optimise Discredit in the market 68%their resources and become more efficient. Non-compliance with the applicable legislation 54% Source: Survey carried out for IMAdvisory in 2010 S I T UAT I O N / 0 3
  3. 3. IMADVISORY IS SUPPOR TED ON FOUR FUNDAMENTAL MAINSTAYS FOR THE PROVISION OF ITS SERVICES: S ECURIT Y The company ’s information is controlled at all times, in the required format, without incurring in unnecessar y costs for storage, endless searches or the loss of necessar y information. PERSONALISED SOLUTIONS Each company needs a records retention plan for their information which is adapted to the processes in which it plays par t. It must be suff iciently f lexible to adapt to the constant changes in legislation. COMPLIANCE GUARANTEE Personal data protection and records retention laws change every year. IMAdvisory updates their services to make sure that their clients always comply with regulations. CONF IDENTIALITY IN THE PROCESSING OF INFORMATION The same method and control of the information that IMAdvisor y implants in its clients is applied internally to guarantee conf identiality.I M A DV I S O RY / 0 4
  4. 4. IMADVISOR Y is present in Europe, Central America and S outh America. I N T E R N AT I O N A L / 0 5
  5. 5. RECORDS RETENTION IMAdvisor y offers its clients a “Records Retention” service, for study and legal advisor y, as a means for the appropriate conservation of the information generated in companies. The predominant tendency among companies is to store most of the information they manage, however that is not the solution. The costs of storage and staff hours spent on searching for documents, as well as the risks of being exposed to a lawsuit for storing sensitive information for longer than legally permitted, leads to important problems for companies. Fur thermore, organisations face the challenge of guaranteeing long-term accessibility to the information, as the information stored on electronic format is at risk on technological obsolescence, which, if not corrected would make it unrecoverable. IMAdvisor y ’s team carries out the analysis, study and classif ication of the client’s processes and information. Each records series is assigned its corresponding records retention period depending on the following: The process in which it plays a par t, An increasingly dense and diff icult to manage the company’s operative needs, the legal requirements regulator y framework is inf luencing companies’ and regulations of the sector as well as the codes and actions in the market. This means that, in most voluntar y practices of good conduct which affect the cases, organisations are forced to redef ine “good organisation. As a result the “Records Retention” practices” in business management. Repor t is generated. The existence, in the national and international One of the conclusions drawn from the Repor t is the scope, of over 230 legal, general and sectoral records retention schedule, which indicates the time standards affects transparency in business the information should be stored for and in which management, as well as the conditions and limitation format, taking into account the process in which it of their legal responsibility. The sanctions and the plays a par t. In addition, clients are provided with discredit that may affect companies that do not an economic study of the savings involved in following comply with these laws are multiplied, par ticularly this schedule in the shor t and medium term and its in industrial sectors (pharmacy, food, chemicals, positive impact in the following years. construction, etc.) and it is becoming increasingly common in the f inancial and services sectors. IMAdvisory offers highly- qualif ied, specialised legal advice for each organisation with its “Records Retention” and “Personal Data Protection” services, based on each company ’s processes.RECORD RETENTION /06
  6. 6. IMADVISOR Y draws up the records retention schedule in order to:M eet the current and future managementneeds of the different interested parties(partners, clients, auditing ser vices,administrative and judicial authorities,archive or research authorities) through:·The conservation of necessar y information to Costback the company ’s decisions and actions.· Comply with the obligation of providing astatement of accounts. Saving Saving·The systematic and authorised elimination of Savingthe records that are no longer required.T o comply with the legal requirements and Year 0 Year 1 Year 2 Year 3 Year 4 Year 5 Year 6good practices. Cost with IMA Cost without IMA (Storages, materials, localisation)O nce the report and the destruction plan have been drawn up, a total orpartial tailor-made project is developed, according to each client’s needs and REGULATORY FRAMEWORKtheir processes. These projects consider each company’s specific problems, ·L aws and standards related to informationin line with the applicable international, national and sectoral standards, management and records retention.paying particular attention to personal data protection laws. Taking into · S ectorial regulations.account this regulation, IMAdvisory proposes the introduction of a new ·Jurisprudence.information management system, based on the scanning of all the documents, · Codes of good practices of voluntar ywhich enables its control, speeds up its localization and saves costs. application. · Codes of ethics and conduct of voluntar yAfter designing the optimum solution for the client, the advisors at IMAdvisory application.supervise the adequate implementation and maintenance of the informationmanagement system via periodical controls, process updates, annual reviews,etc. IMAdvisor y has a “Records Recover y Plan”. It has the capacity to respond to any incidentThe continuity of the Records Retention Project is achieved through permanent or interr uption in the information managementaudits. IMAdvisory guarantees the update of the corresponding records which could incapacitate the organisation’s critical functions.retention periods, incorporating the variations in the legal and corporate The ser vice guarantees the access to thisregulations as well as the applicable jurisprudence. Furthermore, it guarantees information as it has a mirror image of it andeach client the minimization of risk due to legal responsibility in the event remote ser vers to enable the company toof loss or destruction of a necessary document. continue with its activity.The auditing of the Records Retention project enables the modification ofprocedures in the event that they are considered inappropriate or ineffective.Gathering information on the performance of the Records Retention serviceis carried out by interviewing the key management staff and employees, In order to guarantee the continuity of theobserving the system in operation, examining the procedure manuals, the business, it is recommendable " To alwaystraining material and the rest of the documentation, and carrying out random want the best and prepare yourself for thechecks on the quality of service and the control measures. worst". R E CO R D R ET E N T I O N / 0 7
  7. 7. PERSONAL DATA PROTECTION T he IMAdvisor y Personal Data Protection service was created with the objective of providing clients with total protection in the management of personal information with the aim of complying with strict regulations on this matter in different countries. The seven-f igure sanctions imposed by the administrative bodies have raised awareness among companies about the impor tance of adequately inplementating of the security measures required. IMAdvisor y offers the Personal Data Protection service as a necessar y complement to guarantee the security of personal data and the prevention against possible economic damages for the company. The initial phase of this solution consists in the analysis of the level of comply with the regulations on Personal Data Protección. A prior audit is performed and is complemented with an analysis of the records managed by the company, drawing up a repor t on the levels of security and the IMAdvisory carries out regular audits, drawing measures to apply for the different records types containing. up reports to ensure the client can be informed IMAdvisor y assures that the security measures introduced of the lack of adaptation to regulations and by the company are upheld via their permanent control. The to establish the necessary corrective measures, regulatory changes or the company’s operative modif ications, as well as to be prepared in the light of possible as well as the entry or creation of new records types, which inspections. contain personal data, are controlled in order to keep them constantly up to date. All companies which store or manage f iles (whether electronically or on paper) containing personal data must have a Security Document. This document must contain all the technical and organisational measures demanded by the regulations on Personal Data Protection. IMAdvisor y draws up the S ecurity Document for clients who request it, guaranteeing its update and periodic review to adapt it to the regulator y changes and variations in the security measures suffered by the company.PROTECTION /08
  8. 8. SUMMARY OF RECORDS RETENTION SERVICE: ·RECORDS RETENTION REPORTSSERVICES ·RECORDS RETENTION S CHEDULE ·TAILOR-MADE PROJECTS (IMPLEMENTATION AND MAINTENANCE) ·PERMANENT AUDITS ·RECORDS RECOVERY PLAN PERS ONAL DATA PRO TEC TION SERVICE: ·INFORMATION SECURIT Y LEVEL REPORT ·PERMANENT CONTROL REGARDING DATA PROTECTION ·MANDAT ORY AUDITS · SECURITY DOCUMENT PORTFOLIO /09
  9. 9. TRAINING T here is no point investing time and resources in controlling information and monitoring the applicable laws if, when it comes down to it, the people who process it do not have the necessar y knowledge to adequately comply with the regulations. An organisation that aims to comply with the legislative demands must establish a continued training plan. IMAdvisor y provides training aimed at all employees who deal with sensitive records or for those people responsible for managing the company ’s information. All employees, at one time or another, process, send, store or destroy information. For this reason, each member of the company, as the person responsible for the records they manage, must receive the necessar y training for the suitable handling of the information. The training plans are designed for each company and for the different depar tments. Fur thermore, specif ic modules exist for compliance with the regulations regarding data protection for the Human Resources or Commercial depar tments, as they regularly manage a greater amount of personal data. S ome of these seminars are specially aimed at depar tamental directors, to ensure they are capable of controlling the security measures in their area of responsibility, and therefore fully complying with data protection. IMAdvisor y offers both inside company training and web seminars. For all modalities there is a f inal test carried out on-line, the results of which are given to the head of each depar tment. The exper ts’ recommendation is to repeat this questionnaire twice a year in order to ensure the correct application of the regulations, cer tifying those who have attended the course. WEB PLATFORM T o complement the services offered by IMAdvisor y, its clients have access to a web platform available 365 days a year 24 hours a day. On IMAdvisor y ’s platform clients can carr y out the following: · Access their company’s electronic information rapidly and easily. · Consult in real-time the variations and updates of their Records Retention and Personal Data Protection reports. · Be aware of the records retention schedule that affects their records. · Carry out different actions such as: Requesting information, using the images of the records, consulting the inventor y, records retention period, destruction periods, etc.TRAINING / WEB /10
  10. 10. PYRAMID OFBENEFITS PRESERVATION OF THE COMPANY’S IMAGE PREVENTION AGAINST POSSIBLE SANCTIONS GUARANTEE OF COMPLIANCE WITH REGULATIONS INFORMATION STORAGE COST’S SAVINGS EASY ACCESS TO INFORMATION RECORD DESTRUCTION WITH TOTAL SECURITY EFFICIENCY, PROCESSES AND SECURITY OPTIMIZATION 01 - Preservation of the company’s image by guaranteeing compliance with the whole regulatory framework which affects the conservation periods and Personal Data Protection. 02 - Prevention against possible sanctions imposed by the different competent administrative authorities. 03 - Guarantee of up -to - date regulatory compliance, regarding both personal data and records retention periods. 04 - Savings in storage and freeing up of human resources 05 - Possibility of immediate access to their information, as well as guaranteeing its long-term persistence, regardless of the digital format in which it is stored. 06 - Exact knowledge of the moment when a record can be destroyed with total assurance, in accordance with the legal requirements. The information is only conserved during the necessary period. 07 - Optimisation of the eff iciency, processes and security of the company through the analysis of the record types that play a part in each business process. BENEFITS /11
  11. 11. A L M A G R O , 1 5 · 2 8 0 1 0 M A D R I D · C A L L U S : + 3 4 9 1 2 8 4 1 2 9 1 · I N F O @ I M A D V I S O R Y. E S

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