Restriction of the creation of hardcopy material

Hard copy means a permanent reproduction in the form of a physical object (e.g. paper) of displayed or transmitted data.

Organization has guidelines for employees that restrict creation of hard copies of material displaying personal data. This includes material created by printing.

A large amount of valuable information in an organization has often accumulated over time into hard-to-find and manageable unstructured data — excels, text documents, intranet pages, or emails.

Once this information has been identified, a determined effort can be made to minimize its amount.Important data outside data systems is subject to one of the following decisions:

• move into a data system
• get rid of (when the information is old, no longer necessary or otherwise irrelevant)
• is kept in use and a responsible person is appointed to manage the risks