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All You Need to Know About POPI with Nashua Limited

Nashua Limited answers all your questions on PoPI

Nashua Limited

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1.  How long do I have to keep documents before I am allowed to destroy them?

POPI states that documents or data containing personal information must not be retained any longer than is necessary and must be destroyed once the reason it was collected is no longer valid.

It is the responsibility of the organisation holding your data to keep it up to date and to take reasonable security measures, in line with industry standards, to secure that information from the moment it’s been captured until it’s been destroyed. Once the info is no longer needed, a responsible party must destroy or delete the records.

2.  Once important documents are digital, how do I keep client personal information safe?

An essential part of a company’s operations is to secure important pieces of information. Full auditability on all systems and devices is crucial so that you are able to track and monitor the workflow of your documents, and ensure that vital pieces of information will not be misplaced, destroyed, or fall into the wrong hands as in the case of identity theft.

Through digitising documents, you are able to eliminate the production of extra hard copies, retrieve documents faster and re-file in the correct place. This, in turn, improves document security and minimises the risk of potential IT disasters such as fire or theft.

It also encourages secure knowledge sharing as multiple people can have access to the same information simultaneously and any document can be swiftly shared with colleagues through a digital platform such as e-mail or fax.

3.  How do I effectively dispose of documents containing personal information?

POPI stipulates that the destruction or deletion of a record of personal information must be done in a manner that prevents its reconstruction in an intelligible form. For a small business this could be shredding of documents or for a larger institution, this could entail getting specialised help to annihilate digital records.

In addition to the legal ramifications of POPI, potential consequences of not destroying documents properly include identity theft, leaking of trade secrets to competitors and losing employees or money.

Companies need to ensure proper document destruction forms a part of a comprehensive risk management strategy and incorporate all branches to ensure effective risk mitigation and compliance with current and impending data protection legislation. 

Questions related to Managed Document Solutions:

4.  My company is expanding and we now have multiple departments. How do we keep track of the print output for each department?

Having the right print management software in place enables organisations to allocate costs back to departments (or customers), and printing costs can also be assigned to specific billing codes or projects.

In fact, a company can monitor and track costs for every document sent to any networked multi-function peripheral or device. Detailed reports tell you who printed what document on which devices, with a break-down of how many documents were printed, in colour or black & white, and their associated costs.

The hard and soft costs of printing can equal as much as 3% of a company’s revenue and effective print management can help save an organisation up to 30% of printing costs. With managed document solutions, companies can minimise printing expenses, maximise office equipment efficiency, reduce waste, ensure document privacy and boost their bottom-line.

Related: PoPI: This Changes Everything

Nashua transforms workspaces with scalable solutions – from access control and communication to data and document management – to give you the freedom to confidently grow your business.

Business Landscape

Solutions To Get Your Business Through Tough Times

We are happy to announce that times are changing and that Start-Ups and SME’s never have to leave legal unattended again!

Nicolene Schoeman-Louw

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It is no secret, things are really tough at the moment. South Africa is in a technical recession and consumer spending is at a low. To many small businesses this means that the pressure is very, very real. As a result, cost cutting will inevitably have to follow, and the reality is, that the legal side of things are often one of those aspects left unattended. Resulting in massive risk exposure that could threaten the business’ ultimate sustainability or success.

But everything is not just doom and gloom! We are happy to announce that times are changing and that Start-Ups and SME’s never have to leave legal unattended again!

We have put in a lot of money, time and effort creating a pioneering online platform that hosts standard legal documents, which are the crucial pillars of best practices for any business. By utilising technology, we aim to provide access to trusted legal products and services in order to empower Entrepreneurs.

The SchoemanLaw SME Self- Service Desk TM is the first solution of its kind in South Africa! In testimony hereof, SchoemanLaw was honoured earlier this year as a finalist in the Nedbank Business Accelerator Programme, for the platform’s unique ability to provide access to trusted legal resources that empowers Entrepreneurs, to create sustainable businesses that are scalable.

The platform further addresses the need of effective management of individual needs, such as drafting your will, the management of crucial relationships in business, including employment relationships and contractors, as well as stakeholder relationships in the ecosystem, such as clients, debtors, shareholders, directors and joint ventures. It also allows the users access to personalised support in case of any unforeseen legal incident occurring. Supporting entrepreneurs to effectively establish legal foundations in their business for optimum growth and overall business success.

Related: When To Collaborate And When To Employ

The following documents are examples of those available on the platform:

  • NDA (Non-Disclosure Agreement)
  • Independent Contractor Agreement
  • JV Agreement
  • MOI (resolution included)
  • Shareholders Agreement
  • Various Company resolutions
  • Acknowledgement of Debt
  • Distribution Agreement
  • Agency Agreement
  • T&C’s
  • Supplier Agreement
  • Last Will and Testament
  • Residential and Commercial Lease Agreements
  • Loan Agreement
  • Letter Demanding Payment
  • Various HR Documents, such as:
    • Employment Contract (fixed and indefinite term)
    • Generic Human Resource Policies
    • Certificate of Service
    • Written Warning
    • Disciplinary Hearing Pack

Free samples:

  • Offer to purchase (freehold and sectional title)
  • BBBEE Affidavits (EME and generic QSE)

and many more!

Related: The Role Of Trust Now And In The Future

Prices range from R195 and R895 per document if downloaded on a pay as you need basis or R249 / R495 per month on a subscription basis, this is over 75% less than usual rates if traditionally drafted by an attorney. What is more, users have the support of a law firm not only having created, but who maintains the platform and supports each User.

The platform is also ever evolving and completely customer driven because documents are added constantly as customers request them. All the documents are also constantly updated to ensure that they align to the latest best practice. So, never leave the legal unattended ever again! For more information or to Empower your small business today, go to: https://www.schoemanlaw.co.za/online-legal-services/

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Business Landscape

Effective Business Insurance Supports The Economy

The insurance industry has an important role to play in assisting SMMEs to effectively manage risk and resist the temptation to save money by buying less insurance cover than their actual risks suggest.

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The success and growth of small, medium and micro-enterprises (SMMEs) are essential to the development of our economy. The insurance industry has an important role to play in assisting SMMEs to effectively manage risk and resist the temptation to save money by buying less insurance cover than their actual risks suggest.

Value of advice to create trust

This is where the value of advice can be clearly demonstrated. Henry Ford said: “If we asked our customers what they needed, they would have said faster horses.”

Therefore, as risks become more complex and costs grow, we need to, as an industry, enable SMMEs to trust us to advise them where to place their hard earned money to safeguard themselves against potentially devastating setbacks.

In every business, customers are unique and face their own challenges and risks. For a manufacturer, protecting valuable stock during storage or transportation will be essential. A motor fleet owner will need comprehensive cover for their specialist vehicles to protect them against accidents, theft or liability.

Insurance brokers have the knowledge, experience and skills to guide SMMEs in identifying the risks their businesses face and choosing the correct insurance products to meet their specific requirements.

Related: Government Funding And Grants For Small Businesses

Changing environment = changing needs and solutions

Property damage cover, such as fire insurance, compensates SMMEs for buildings or stock, while business interruption cover allows them valuable time to recover without feeling the strain of lost profits after an unfortunate event. Comprehensive motor insurance can cover vehicle repair costs and provide replacement vehicles allowing businesses to continue to render a service after a loss or damage occurred.

In addition, lawsuits can be costly and time-consuming, with exorbitant legal fees and resulting court awards. Liability insurance protects SMMEs from these and similar claims.

Other important insurance products provide security against financial losses, resulting from theft, fraud or dishonesty by the company’s own employees.

Partnering for success

Any business failure or loss can have far reaching effects on the rest of the economy. Therefore, it is necessary for brokers to partner with insurers who understand the risks inherent in a particular SMMEs field of business – a winning partnership to build the economy by supporting the sustainability of our small businesses.

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Business Landscape

Medium-Sized Businesses Reap Greater Rewards In Tough Times

With prominent industry names being added to business rescue reports almost every week, risking it all in times such as these may sound ludicrous.

Kristly McCarthy

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We’ve said it before: Diversifying, streamlining and investing in new ventures during the tough times is vital to a company’s survival.

Running a successful and diverse business requires resources, passion and an unwavering vision. Poised for continuous growth, a company looks to its team of forward-thinking, calculated risk takers to help prepare and invest for the future, now.

Investing in the future and creating wealth means doing things right – right now. With headlines such as ‘real estate investments in SA increase by R28 billion’ and ‘the industrial sector is the top performer in the SA property market’, it makes sense to put your money where your mouth is in 2018.

Bartlett Construction is one such company. Wayne Bartlett, Contract’s Director for Bartlett Construction says that the company opened its property division several years ago in a quest to gain more market share and use its expertise to cultivate a robust property portfolio.

“Accelerating our economy through investment is key. While there are still high hopes for SA in 2018, applying a long-term strategy to property investment allows you to reap the real rewards in future,” says Wayne.

Related: The Ultimate 101 List Of Business Ideas To Start Your Own Business In South Africa

Acquiring, building and renovating factories and industrial spaces has been a focus for the company over the past few years. “We have all seen the headlines about the industrial sector performing well in terms of property and this is true. It’s truly sad to see some of the big names (in all industries) undergoing business rescue but ultimately, waiting for times to change and focusing on one strategy is never advisable – especially not in a market such as this one” he continues.

Creating a scalable business in times such as these is key. Wayne notes that medium-sized companies have remained notably robust by ensuring just the right amount of resources to remain lean, yet effective.

“The economic downturn has had significant impact on both big and small companies. Companies with high overheads, many employees and massive contracts on the line have been most affected. Small companies, on the other hand, with very little business and resources who rely on business from big and medium businesses have also taken a knock.”

Established more than half a century ago and with Wayne having 30-plus years of experience in the industry, it’s fair to say that he has seen it all. “What’s helped our company through the years is remaining scalable and finding balance. Times are tough, and everyone is feeling the pinch – success is dependent on how the industry performs but we try our best to never over invest or under invest; we diversify whilst maintaining high-levels of competency in our current projects, we are fair and reward long-standing, loyal employees who give us that competitive edge and we adapt according to industry and client needs.” Wayne concludes.

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