GDPR stands for General Data Protection Regulation. It is a comprehensive data protection law that came into effect on 25 May 2018 in the European Union. Compliance with GDPR is mandatory for all organisations.
GDPR Evidence refers to the documentation and records that organisations need to maintain to demonstrate their compliance with GDPR requirements. This evidence is important for proving adherence to regulatory obligations and the organisation’s internal assessments and audits.
Shredding of documents refers to a process where you securely destroy physical papers or electronic files to ensure that the information contained within them cannot be accessed or reconstructed by anyone. This process can be done by a shredder, a machine specially built for destroying paper.
At London Shredding, we have professional experts who specialise in shredding services. Speak to us to understand the importance of shredding your GDPR documents and learn about our shredding services.
Call 0208 858 9200 or email sales@londonshredding.co.uk today.
Why should we shred GDPR evidence and compliance?
Now, let us explore the reasons why we should shred our GDPR evidence and compliance.
1. Data Minimisation
GDPR mandates that personal data should be kept for only a limited time. Once the data is no longer needed, it should be removed. The business should shred all the documents in a proper manner.
Shredding of GDPR evidence documents ensures that unnecessary data is disposed of, which can help with storage limitations.
2. Unauthorised Access
GDPR evidence documents often contain sensitive personal data such as name, contact information and sometimes even more sensitive information. Shredding these documents will mitigate the risk of unauthorised access or misuse of the given information.
3. Protection Against Data Breaches
Storing unnecessary GDPR evidence documents increases the risk of data breaches. Shredding such documents reduces the volume of data that will be compromised in the event of a security breach incident.
Removing unproductive files can help in safeguarding the essential files and lower the impact of the breach.
4. Compliance with Data Subject Rights
Under the right to be forgotten, individuals have the right to request the erasure of their personal data under certain circumstances. Timely shredding can help in ensuring these requests are fulfilled on time, and their requested data is removed.
5. Data Commitment
As per GDPR principles, the organisation should regularly update their database, which includes adding new ones and removing old ones. Properly disposing of the data shows that the organisation takes its responsibility seriously and prioritises the privacy and security of individual data and information.
6. Legal
If an organisation fails to dispose of and protect the GDPR evidence documents properly, it can result in non-compliance with GDPR regulations. This can lead to legal and regulatory consequences such as fines and sanctions from data protection authorities.
Shredding helps mitigate these risks and ensure compliance with government rules and regulations.
7. Customer Trust
Suppose you are disposing of individual data in a timely manner without any application. The customers will have faith in your organisation, knowing that their data will be securely disposed of when it is no longer needed. This dedication towards their data protection and privacy will help you in building trust with clients and customers.
Effective Shredding Practices
While shredding documents, we must avoid certain things, such as:
1. Review before shredding
Before shredding any document, review it properly and ensure that all necessary information is kept, and the rest is shredded. A shredded document can’t be recovered, so check it thoroughly before assigning a paper or file to shred.
Ensure that the proper shredding process is followed by you only after the necessary approval. Mistakenly shredding documents can lead to the loss of valuable information.
2. Remove pins and clips
Before setting up the shredder, ensure that all the staples, paper clips or bindings are removed. The metal objects can damage the blades of the shredder and can cause malfunctions. Before feeding paper, ensure all the papers are removed from files and kept individually.
Always cross check for any metal clip or staple before initiating the shredding request.
3. Don’t overload
Avoid overloading the shredder with too many documents at once. Overloading can lead to paper jam or overheating, which can also cause damage to the shredder. You should allocate a proper shredding schedule weekly or monthly, depending on your data.
While shredding, ensure that you are near the machine and do not leave the machine unattended. This can pose a risk to security and data protection.
4. Shread adequality
Ensure that documents are shredded appropriately, and no one can recover the information. Simply tearing documents in half is not enough for sensitive information. After shredding, the waste should be disposed of properly, maintaining complete confidentiality.
Hire a professional to manage your shredding needs. Call us on 0208 858 9200 or drop an Email on sales@londonshredding.co.uk.
5. Do not neglect
You should regularly maintain and lubricate the shredder according to the manufacturer’s instructions to keep it in working condition. Neglecting maintenance and servicing can lead to performance issues and early wear and tear problems.
Conclusion
Shredding GDPR evidence documents is crucial for maintaining compliance, protecting individual data, reducing breach risk, and demonstrating commitment. Shredding documents can be seen as an essential aspect of data management.
Are you looking for a trustworthy shredding company? Contact us. Every job we undertake is completed according to BS EN15713, the European standard for security and confidentiality, so you can be assured that your data is in safe hands.
Call us at 0208 858 9200 or drop an Email on sales@londonshredding.co.uk.
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