The Leading News & Information Service For The Facilities, Workplace & Built Environment Community

Human Error Could Cost UK Businesses Up To €20 Million

A digital mail solution has been applied at HMRC
23 May 2018

Over three-quarters of British businesses say that a proportion of inbound mail and communications is incorrectly allocated due to physical handling, creating an environment that can potentially put personal data at risk.

With the implementation of the GDPR, businesses processing sensitive personal data are at risk of facing potential fines of up €20 million, or 4% of their annual global turnover.

Information Management company EDM Group surveyed organisations. The company's digital mailroom turns analogue, inbound post into data that can be analysed and captured securely. This can assist in complying with data protection laws such as the GDPR, mitigating the risk of human error by automating previously manual processes.


Mishandled mail

The findings revealed that 39% of organisations have experienced a negative impact on their performance or reputation as a result of mishandled mail and only 16% of companies said they always meet their mail service level. While human error in the mailroom increases risk of breaching GDPR, 81% of businesses have not adopted a digital mailroom.


Case study

EDM Group improved organisational efficiency for HM Revenue & Customs (HMRC), who receive over 70 million mail items and send out 200 million outsourced items a year. By streamlining HMRC’s inbound data handling, both customer service and care of valuable and sensitive documents were significantly improved.

Digital mailroom ensures the high risk associated with human error and vulnerable documents are eliminated with comprehensive audit trails, automatic document retention strategies, and enforced adherence to compliance rules. This allows businesses to capture, store, process and handle critical information the most efficient way.


Digital solution helps drive Nationwide Building Society’s aim to become 90% paperless

Nationwide Building Society’s long history and successful growth through a number of mergers and acquisitions resulted in the accumulation of millions of documents and microfiche images that were difficult to access and manage.  The aim was to become paper-free in order to meet regulatory compliance requirements, free up expensive real estate in multiple locations and change working practices. The company were also planning to become completely digital at some point in the future and aiming to be 90% paperless by 2020.



The backbone of the solution was EDM’s hosted information management system, EDM Online, the central repository and access channel enabling the amalgamation of diverse media and storage areas across Nationwide Building Society.  EDM Online enabled Nationwide users to access analogue and electronic records directly from their desktop.

A dedicated, secure building was established to house all of the paper and microfilm archives, enabling EDM to provide a managed document archive and retrieval service to the whole building society. This involved moving an initial 69,000 boxes of documents and 75 cabinets of microfiche to the new archive. The documents are scanned as a scan on demand service at EDM’s facility in Wolverhampton and uploaded to EDM Online, available to view at the desktop within four hours of being requested.



Most recently, Nationwide Building Society has worked closely with EDM on its Branch Document Retention project, 36,000 boxes were collected and 90 million images scanned to ensure that all branches are fully compliant with data privacy and anti-money laundering regulation.

Picture: A digital mail solution has been applied at HMRC.

Article written by Brian Shillibeer | Published 23 May 2018


Related Articles

Gangsters' Paradise Leads To Jail Terms For Business Phishing Scam

Gangsters who altered business emails to rip-off more than £1 million have gone to jail. Two members of the Nigerian organised crime group who committed the fraud...

 Read Full Article
Are You Ready For Business Change?

Andrew Carwardine offers 7 Steps to Change & Put Process Back On The Agenda. Thanks to GDPR, processes are back on the agenda but why the wait? Shouldn't we...

 Read Full Article
Crown Prosecutions Service Prosecuted - And Other GDPR-type Convictions

You could hardly make it up but the Crown Prosecutions Service has been fined after losing victim interview videos - PLUS a variety of convictions including a...

 Read Full Article
Is BYOD Creating A GDPR Risk For Your Business?

Does your Bring Your Own Device (BYOD) stance have the potential to create risks relating to data protection or breaches, as a result of staff using a single smartphone...

 Read Full Article
Two Million Fleet Drivers To Revalidate Driving Licence Data Consent

There are over two million drivers who will have to revalidate their driving licence data consent, writes Malcolm Maycock, Chair of the ADLV. Whilst this is a mammoth...

 Read Full Article
Raising The Bar – Consent Under The GDPR

Straight from the horse's mouth, Steve Wood, Deputy Information Commissioner, writes for ThisWeekinFM on the topic of 'consent', how to get it and what to do...

 Read Full Article
Denial Of Service Costs Escalate

A DNS Threat Report has revealed the cost per attack has increased by 57% to $715,000 for organisations globally. EfficientIP, a specialist in DNS security to ensure...

 Read Full Article
GDPR - No Confidence In Compliance. Mobile Workers Are Biggest Hazard

Most companies are not confident of being fully compliant ahead of the GDPR deadline with the biggest fear being the loss of data on laptops and other mobile...

 Read Full Article
GDPR - A Little Help From Your Friends

ThisWeekinFM is reminding readers GDPR is for life and not just May 25...but we also have a cunning plan to help keep you and your organisation compliant.  Whilst...

 Read Full Article
GDPR - What A Scam

GDPR has gifted scammers with a new hook for sending phishing emails. Many internet users are now receiving emails from organisations that they have online dealings with,...

 Read Full Article