Experts reveal the importance of document shredding and break down what types of documents businesses need to be destroying and why 

Every part of a business generates documents containing data that could be compromising and, if not handled correctly, could lead to a hefty punishment and fine. 

With this in mind, experts from confidential shredding and records management company Go Shred share their insights into the types of documents businesses need to pay the most attention to regarding confidential shredding. 

  • Financial information:

Anything that could reveal financial transactions or sensitive details about individuals is at high risk if not managed properly. Highly sensitive documents to pay attention to include bank account details, salary documents, invoices and the vast majority of financial documentation. 

For businesses, budget documents, tax returns, sales receipts/contracts, payroll information, bank and credit card statements and voided cheques must be handled extremely carefully. Where possible, if these items must be printed out or handled in paper form, they should be correctly disposed of and shredded confidentially at the earliest opportunity. 

  • Company information:

Your business operations could be the key to distinguishing you from competitors and involve dealing with vast volumes of data that could lead to compliance complications if not properly handled. Key document types include IT audits, company structure documents, pricing structures and supplier information. 

Training information and marketing collateral should also be shredded to protect your business’ processes and investments.

  • Employee information:

A standard HR team will have access to all employee data, so all documents that are generated here should be properly disposed of correctly and not left unsecured. Shockingly, a recent poll conducted by Go Shred revealed that a fifth (20%) of homeworkers printed confidential employee information whilst working from home, including payroll, addresses, medical information and 13% have even printed CVs or application forms. Printing this type of information is a high-risk activity and any documentation which includes these details need to be handled and most importantly disposed of correctly. 

The types of documents that must be handled with care, stored and destroyed within GDPR guidelines include employment records, appraisals and employee reviews, disciplinary reports, absence and sickness information, and documents related to promotions, CVs, ID, or access cards. 

  • Client or customer information:

Contracts are the most crucial documents to ensure are shredded, alongside NDAs and any documents which include customer or client data that your business works with. 

Documents to cover in your confidential shredding include contracts, client or customer contact details, printed correspondence (e.g. emails) containing information that can be used to identify people, photo identification documents, and documents containing personal information such as names, addresses, and phone numbers or email addresses. 

  • Department specific 

Experts from Go Shred say it’s important not to overlook department-specific documents. A few departments which particularly stand out are:

  • R&D teams handle feedback, monitoring and evaluation reports, and technical drawings and plans created for new products.
  • Management teams – managers regularly create a wide range of documents that require safe disposal, from strategy reports to business plans and management accounts. In the wrong hands, this kind of data could disadvantage your business and give power to competitors, so it needs to be protected.
  • Procurement department – in the procurement part of the business, the wealth of documents that require secure disposal could include everything, from tribunal documents and disciplinary information through to medical records, appraisals and your internal employee policies.

 

Mike Cluskey, Managing Director at Go Shred said: “Safely managing confidential information is essential for all businesses, especially as we make the move from home working back to the office environment. 

“A security breach could be a big hit to any business and result in a hefty fine. Taking the necessary precautions to understand the types of confidential waste created within your business and creating a policy to manage this is a simple step that could benefit you later down the line. 

“Now is the perfect time for businesses to take a look at their current procedures and how these can be improved. As business leaders navigate the changing landscape of home and in the office working, speak to your providers about off-site shredding so you can properly keep up with your confidential waste management.” 

To find out more about confidential shredding and GDPR compliance in the workplace, please visit: https://www.goshred.co.uk/go-shred-blog.html