Confidential Waste

Changes to Confidential Waste Disposal Services

As of Monday 1^st October 2012 the University’s current arrangements for disposal of confidential waste will be changing.  After a recent re-tendering exercise the contract for this service has been awarded to MITIE.

As part of this move to a new service provider, some operational changes will also be put in place to help improve the service, streamline the process and make the service more cost effective.

MITIE have sub-contracted the provision of this service to their preferred ‘partner’ for removal and disposal of confidential waste, SHRED-IT.  Staff will be aware that SHRED-IT were the University’s previous service provider so there will be some benefit in terms of previous site knowledge and in the experience of their staff.

As part of this improved service, Colleges, Schools and University Services staff wishing to dispose of confidential waste will deal direct with the service provider MITIE.  This will be to request waste bags, consoles and the eventual shredding of the waste.  Staff are no longer required to request this service from Estates and Buildings Helpdesk through the works request system.  Staff should contact MITIE as per contact details below and request the service they require. Please do not contact Shred-IT directly as we no longer have a contract with them.

 Telephone:         0844 8002714

Email:                    waste@mitie.co.uk

Fax:                        0141 613 7888

Address:              35 Duchess Road, Rutherglen, GLASGOW G73 1AU

MITIE will co-ordinate the request through their partner who will attend site and make direct contact with the requester.  Where consoles’ are required to be emptied or waste bags uplifted, these will be collected by SHRED-IT who will thereafter take this to an appropriate on-site location and shred using their mobile shredding vehicle.

Users will be required to raise their own purchase orders to cover the costs as detailed in the table below.  Estates and Buildings will continue to manage the contract to ensure agreed service levels are maintained and to address any issues that may arise.  The University Contract Manager for the service is Mr Jim Macintyre, Grounds Manager who also looks after our general and recyclable waste contract.  Should staff have any queries, Jim can be contacted on 0141 330 4214 or James.Macintyre@glasgow.ac.uk

Going forward this new streamlined service should allow staff to receive a faster response and provide an opportunity to ‘cherry pick’ the different services available such as free consoles or bags or the option to have scheduled frequency of visits or ad-hoc uplifts.  All raising of purchase orders, processing of invoices will be direct between service users and MITIE thus removing the re-charging arrangements that existed previously.

Uplift and disposal of waste

Management Units are encouraged to utilise the console service where possible.  This has an added advantage in that confidential paper can be immediately placed into a secure container as opposed to being left in bags where security may be compromised. Consoles are provided and installed on request and are free of charge. (please see below for more details of consoles available and images of these). MITIE should be contacted as above to arrange the supply and installation of consoles and to agree on uplift schedules.

If larger ad hoc quantities arise from clear outs etc, MITIE will provide bags and arrange uplifts for departments. This can be arranged by telephoning the MITIE helpdesk as per above contact details.

For smaller irregular uplifts, the contractor will provide an uplift service but it may be that such small quantities justify the use of a shredder and final disposal into paper recycling containers.

All confidential paper for disposal should be removed from plastic binders or other non confidential folders etc. Non paper binding etc can be removed but this will incur extra costs. Please note that confidential records on disc or other hard storage devices should be disposed of by contacting CCL North Tel. 01294 278844 There is currently no charge for disposal of discs etc by CCL North.

Practical Guidance

Confidential paper can be broadly defined as papers containing information about University business with a selected readership and where disclosure may compromise personal privacy, financial or strategic information and therefore must be disposed of carefully.

If you want any further guidance about the process of weeding files or managing records you create please contact the Records and Information Service (RIMS) who are part of the data protection and Freedom of Information Office. Their web pages can be found at the following location:

http://www.gla.ac.uk/services/dpfoioffice/guidanceonrecordsand informationmanagement/

Security consoles