It’s been a year since GDPR came into force, and while UK businesses are growing in confidence about compliance, there’s still more work to do—especially when it comes to paper records.
The Reality Behind GDPR Readiness
According to a recent independent survey of UK SMEs, 72% of business leaders say they’re “very aware” of GDPR. But dig a little deeper, and the picture is less reassuring:
- Only 45% have recently reviewed their data protection policies
- Just over a third have emailed customers to confirm consent
- Fewer than a quarter have published a privacy notice
- Only around 20% have reviewed, deleted, or destroyed personal data
This suggests that while awareness is high, practical steps—especially “back end” data management like breach response planning—are lagging behind.
Don’t Overlook Paper Records
A common misconception is that GDPR only applies to digital data. In reality, paper records are just as important. Yet, many businesses focus on digital risks (like encryption) and forget that physical documents also need strict controls.
Common weak spots:
- Unrestricted access to archives and storage rooms
- Sensitive documents left on desks, printers, or in waste bins overnight
- Lack of clear policies for storing, handling, and destroying paper files
Best Practices for Secure Paper Management
To truly protect your business and comply with GDPR, you need robust procedures for both digital and paper records. Here’s what works:
- Locked confidential consoles: Provide secure, easily accessible bins for sensitive paper waste.
- Clean desk policy: Encourage staff to clear desks of confidential documents at the end of each day.
- Scheduled shredding: Arrange for secure destruction of documents after their required retention period.
- Digitise and encrypt: Keep only digital copies of essential files, stored securely.
And don’t forget: handling data subject access requests is much easier with digital records. Digitising and then securely destroying paper originals helps you respond quickly and compliantly.
Why It Matters
Complacency is not an option. A data breach—whether digital or paper—can result in:
- Operational disruption
- Regulatory investigation by the ICO
- Legal action and costly fines
- Damage to your brand and loss of customer trust
The Bottom Line
Awareness of GDPR is great, but full compliance means taking action—especially with paper records. By implementing secure document management and destruction policies, you can protect your business, your clients, and your reputation.
Need help securing your paper trail?
Contact iData Destruction for expert advice and secure shredding solutions that keep you compliant and confident.