Ensuring confidentiality is of the utmost importance when dealing with our clients' data, but outsourcing will also provide many benefits in this area compared to standard in-house operations.
Any member of staff can leak or steal information, your existing staff included.
Staff in your company that should have no access to confidential information can always obtain it either accidentally or on purpose (e.g. a sales clerk calls into the accounts office and sees the Bank Statement on someone's desk). The accounts staff sit side by side with other staff or in an office next door. With Outsourcing your non-accounts staff will have no physical access to much of what they now do have access to because there will be far less filing on your premises.
Your existing accounts staff work closely with all your other staff and chat amongst themselves, now they will be physically separated.
Your existing accounts staff live in the same area as they work. Our staff do not. There will be far less chance of co-incidentally knowing one of your customer's or supplier's staff (a client's sales person once commented that he charged his friends less; his actual comment was, “I couldn't charge them that much, I meet them in the pub!”).
We will implement strict confidentiality clauses for all staff and implement mechanisms to minimize leakage.
What about my documents being off site?
All documents will be scanned so that a copy of all these documents will be on your site and password protected.
You can keep all original documents but only for emergency or other unforeseen reasons but by not filing them in Lever Arch files they will take up less space.
Offices burn down and paper based documents get destroyed. We will have multiple backups.
There is no legal or accountancy obligation as to what media is used to store information. You do NOT have to keep supplier’s invoices on paper.