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Parish IT Systems and GDPR

for

AGM of Hampshire Association of Local Councils

21st March 2018

from

Chris Edge Managing Director

EDGE IT Systems Limited

[email protected]

22nd June 2017

21st March 2018

Parish IT Systems & GDPR

What ICT requirements does your Council have ? Tick all required

Allotments

Agendas and minutes

Asset Management

Data Backup ü

Bookings

Cemeteries

Complaints

Email & phone ü

Fax

Finance ü

Job Management

Planning

Timesheets

Web site integraGon

Word Processing ü

GDPR compliance ü

21st March 2018

40 Years of Milestones 1976 Apple I with Word Star word processor and VisiCalc spreadsheet

1981 IBM PC and PC-DOS

1985 Microsoft Windows v1 and Word v1, Lotus 1-2-3 spreadsheet

1989 Microsoft Office v1

1992 World Wide Web and 57 Kbps dial-up modems

1995  Microsoft Windows 95 and Office 95

1997  Google

2004 Broadband overtakes dial-up internet connections

2006 Google Docs

2010  Windows 7 and Office 2010

2015 Windows 10 and Office 2016


21st March 2018

Typical IT Hardware in 2018 Internet & Network •  Superfast broadband 30Mbps+, e.g. BT Infinity or Brighter Bills FTTC •  WiFi via broadband router •  WiFi extender for rooms too far away via electrical wiring •  Supplement WiFi with CAT 5E/6 network points and network switch •  Provide separate network for public WiFi via VLAN network switch Hardware •  Laptop with i7 processor, 8Gb+ RAM, 512Gb+ solid state drive (SSD) •  Photocopier/ printer/ scanner •  Phone calls via internet using combination of 3 VoIP options so that can answer and

make calls from office or elsewhere: •  VoIP handset … looks like a normal phone •  VoIP software on computer … requires headset •  VoIP app for mobile


21st March 2018

Typical Software in 2018 •  Each computer:

•  Microsoft Windows 10 •  Avast anti-virus (formerly AVG) •  MalwareBytes for web browser protection

•  Each officer uses Microsoft Office 365 Business Premium •  Email on computer, mobile, tablet … up to 5 devices •  Word, Excel, PowerPoint, Access •  1,000 Gb of storage per officer •  1,000 Gb of shared storage

•  Backupify for Office 365 •  Unlimited and indefinite backups

•  Councillor email via Microsoft Office 365 Exchange Plan

•  Specialist software …


21st March 2018

Specialist Software - Options


Op:ons Descrip:on

Examples

1 Do it yourself Use Word, Excel and Access or Google Docs

2 Commercial soNware Examples include: Sage Cloud Payroll Sage 50 Cloud Accounts Quick Books

3 Specialist soNware AdvantEDGE Epitaph RBS Scribe 2000

4 Mixture of the above

21st March 2018

Specialist Software - History 1984  Scribe Software Initiative from NALC

1992-96 AdvantEDGE only product approved by NALC (initially known as Scribe LCA for DOS and then Co-WARE for Windows)

1996  New financial regulations

NALC closes approval scheme RBS Software Solutions enters sector with finance software

2007  EDGE launch cloud software for cemeteries & crematoria (Epitaph)

RBS software – change of ownership to Rialtas Business Solutions

2016  Scribe 2000 – change of ownership from original developer Rialtas – significant director buy out completed


Council Size Computer Successor

Scribe 5 Small BBC Micro

Scribe 30 Medium Amstrad PCW Scribe 2000

Scribe 75 Large IBM PC AdvantEDGE

21st March 2018

GDPR

•  General Data Protection Regulation (GDPR)

•  25th May 2018

•  “Strengthen & unify data protection for individuals within the EU”

•  Information Commissioners Office (ICO)

GDPR Compliance

•  ICO compliance procedure … 12 steps to take

•  Data Protection Officer … who should this be ?

•  IT Systems … what is the best approach for compliance ?


21st March 2018

GDPR – Understand the IT Challenges •  Data security

•  Purging old records inline with GDPR retention policy

•  Councillors using private email addresses GDPR – Recommended IT Solutions •  Implement clean computer policy :

•  move documents and data into Cloud •  e.g. Office 365 or Google Docs

•  use software as a service (SaaS) products •  e.g. Office 365, AdvantEDGE, Epitaph, Sage Cloud Payroll

•  Use software with ability to purge old records

•  Provide council email mailbox for each councillor


21st March 2018

GDPR – What is required from a Cloud Provider ?

•  Contract

•  Service Level Agreement (SLA)

•  Data centre in UK, EU or 1 of 12 countries approved by an “EU adequacy decision” •  USA data centres

•  Problematic as reliant on a12 month, rolling agreement called the “EU-U.S. Privacy Shield” and previous agreement failed for 5 months in October 2015.

•  Why is it a problem if it fails ? The US National Security Agency (NSA) operate a policy of mass surveillance.


21st March 2018

GDPR – Is your Cloud provider GDPR compliant ? The following are GDPR compliant but they are not all equal.

Cloud Provider Data Centres

Comments

Amazon Web Services UK Not as good as MicrosoN

Drop Box Pro UK Only compliant if Pro version & specify UK data centre

EDGE UK Annual penetraGon test of data centre & backup data centre moving to MicrosoN Azure in Q2 of 2018

Google UK Not as good as MicrosoN

Mail Chimp USA Reliant on “EU-‐U.S. Privacy Shield”

Microshade UK

MicrosoN UK MicrosoN are leading the way

Sage UK


21st March 2018 Parish IT Systems & GDPR

Product Cloud Provider?

Modules Contract Type

Support Contracts

Include Backups

Escrow & data

download op:on

Provide database and read only access aFer contract expired

AdvantEDGE & Epitaph

Yes 8 Rental Monthly and 1, 3 or 5 years

Yes

Daily for last 5 weeks, last 4 quarter ends, last 3 year ends

Yes Q3 2018

RBS * No 6 Purchase 1 year No No No

Scribe 2000

No 3 Purchase 1 year No No Yes

Specialist Software – which are cloud providers ?

* RBS can be hosted by Microshade for extra cost.

21st March 2018

Specialist Software – what is possible in the future ?

•  Live links to Council website •  Live links to digital noticeboards

•  Documents and pictures stored with relevant database records

•  Online bookings

•  Online searching of cemetery records

•  App for public to report problems

•  App for councillors to see approve invoice for payment and review invoice


21st March 2018

Parish IT System in 2018 – Recommendations Hardware •  Superfast broadband and WiFi •  Laptop with i7, 8Gb RAM, 512Gb SSD •  Photocopier/ printer/ scanner •  VoIP Software •  Windows 10, Office 365, Backupify •  Avast anti-virus, MalwareBytes •  Specialist parish software GDPR compliance •  Clean computer policy •  Move to the Cloud •  Use software as a service •  Provide email box for each Councillor


21st March 2018

Questions and

Answers
