The new year is time for a fresh start and ensuring your business practices are ready to meet the challenges ahead. However, it’s also a time when sensitive documents left over from the previous year can lead to two critical issues: security risks and environmental damage.
With the UK producing over 43.9 million tonnes of commercial waste annually, 5 million of which is made up of paper, the call for more sustainable practices has never been more urgent. Yet at the same time, mishandled confidential information can lead to serious compliance breaches and hefty fines under data protection regulations such as GDPR.
From 31st March, England will become aligned with Wales with new Simpler Recycling Laws which will further push businesses to adopt responsible waste and document disposal practices, making this a vital time to review your current solutions.
This checklist not only helps you safeguard your companies sensitive information but it also ensures you align with your environmental sustainability goals.
Why is Year-End Document Security Essential?
Security Risks:
Improperly disposed documents are a goldmine for criminals. Sensitive data like financial records, customer information, or business plans can easily fall into the wrong hands if not disposed of securely. Beyond reputational damage, these incidents may lead to non-compliance with the General Data Protection Regulation (GDPR) or the Data Protection Act 2018, resulting in fines of up to £20 million or 4% of annual turnover.
Environmental Impact:
When sensitive documents are discarded carelessly, they often end up in landfill, which has a significant negative effect on our environment. Secure document destruction services that integrate recycling not only mitigate these impacts but also help businesses align with their annual sustainability goals. Hence, by responsibly handling document disposal, businesses can significantly reduce their carbon footprint and take a meaningful step toward combating climate change.
Are There Any Laws Surrounding Document Disposal?
Simpler Recycling Laws: As of March 2025, England will be aligned with Wales simpler recycling law. The Welsh Government’s vision for a circular economy emphasises the importance of reducing waste and reusing resources. This law will ensure businesses play a key role by adopting secure recycling processes that manage document disposal responsibly.
GDPR & Data Protection Act 2018: Under GDPR and the Data Protection Act 2018, businesses are obligated to prevent unauthorised access to sensitive data, even during destruction. Failing to comply can result in severe financial penalties and legal ramifications. Secure document disposal is not just a best practice, it’s a legal necessity.
Your Comprehensive Document Security Checklist
1. Document Inventory:
Audit Your Physical and Digital Archives:
- Identify which documents are outdated, no longer needed, or redundant.
- Categorise files based on sensitivity (e.g. confidential, internal, public).
Retention Policy Review:
- Ensure compliance with legal and industry-specific retention guidelines.
- Securely dispose of documents that have surpassed their retention period.
2. Secure Storage Practices:
Physical Storage:
- Use locked cabinets for sensitive paper documents.
- Implement strict access control to storage areas.
Digital Storage:
- Regularly update encryption protocols.
- Employ multi-factor authentication for cloud storage access.
3. Safe Disposal Practices:
Document Destruction:
- Partner with certified document shredding services that meet security standards (e.g. Avena Group).
- Ensure that your service provider uses secure methods such as cross-cut shredding to irreversibly destroy sensitive documents.
- Obtain a ‘Certificate of Destruction’ for every batch of shredded documents.
- Regularly review and audit the practices of the document destruction service to guarantee compliance with security standards.
Digital File Deletion:
- Use software that securely overwrites digital files to prevent recovery.
4. Document Retention Policy:
- Install a policy outlining how long different types of documents should be retained.
- Regularly review and dispose of documents that are no longer needed.
Employee Training
- Cover topics such as data handling, secure disposal practices, and the environmental impact of improper waste methods.
- Reinforce GDPR compliance, encryption methods, and access policies.
- Keep employees updated on the latest security threats and best practices.
- Train employees on the secure procedures implemented by your chosen destruction service.
5. Preparing for Incidents
Incident Response Plan Review:
- Ensure employees understand roles and procedures in the event of a breach.
- Update contact information for legal and IT support teams.
Testing Protocols:
- Conduct drills for breach scenarios and evaluate your response.
Avena’s Document Shredding Service
So, now you’re asking ‘where can I get documents shredded?’ Well, at Avena we specialise in secure document destruction and recycling. Our document shredding services are tailored to help businesses meet their security and sustainability goals.
- Certified Security: Our vehicles are operated by security vetted staff, and all equipped with CCTV and GPS tracking.
- Sustainability Commitment: Our sustainable solutions have a Zero-to-landfill commitment.
- Regulatory Compliance: Our solutions are in full compliance with regulations and laws.
- Secure Audit Trail: We provide Certificates of Destruction after every service.
- Carbon Reporting: We can provide Environmental Impact Statements that show your carbon savings.
- Tailored Services: We offer regular collections or Ad-hoc destruction options, both on-site or off-site to fit your operational needs.
Take advantage of our secure document recycling solution, and ensure a smooth transition into the new year.
Interesting in learning more about our services? Speak to one of our experts today.
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