Paper Waste Disposal and Confidential Information Destruction

Paper Waste Disposal and Confidential Information Destruction

Why is it important to destroy information appropriately?

It is essential for the effective administration of the University that redundant or time expired information is destroyed routinely. Employees need to know the most appropriate method and the point in time to destroy information.

It is the responsibility of employees who select information for destruction to do so in accordance with the relevant record retention schedules, and to ensure they follow University guidelines and advice.
 
In addition, the General Data Protection Regulation (GDPR) and Freedom of Information (Scotland) Act 2002 place specific responsibilities upon us to destroy information (both paper and electronic) appropriately -- i.e. in line with the agreed records retention schedule --  and regularly. It may be necessary to keep a record of its destruction.
 


Options for waste paper disposal

  • Routine paper waste, e.g. blank forms, routine correspondence, early drafts of work, publicity material, or "junk" mail should be put into the office paper recycling bins.
  • Papers that contain information about sensitive University business, and therefore have a selected readership, (i.e.  disclosure would compromise personal privacy, financial or strategic information etc.) need to be disposed of carefully. If you have small amounts of papers to destroy and have access to a shredder, use it and then put the waste into your office paper-recycling bin.
  • Large volumes of information about sensitive University business (i.e. information where disclosure would compromise personal privacy, financial or strategic information etc.) should be disposed of by the confidential waste service provided through Estates and Buildings.

The type of information which should be handled and disposed of confidentially includes any significant information about living people, whether they are employees, students or have other links to the University.

Confidential disposal is a relatively expensive way of destroying information so only use it for dealing with information which warrants it.

Follow the appropriate records retention schedule, to ensure that different types of record (e.g. committee papers, individual employee files, project files) are reviewed, weeded and disposed of systematically. Doing so will meet the requirements placed on us by FOISA and the GDPR, and other external regulation.

The Records and Information Management Service (RIMS) can work with you to produce bespoke retention schedules tailored to the needs of your office.


Process for the Secure Destruction of Computer Discs, CDs, Videotapes etc

IT Services offer guidance on the disposal of computer equipment, bearing in mind that the machines themselves must also be disposed off carefully as they can contain sensitive information just as readily as disposable media such as CDs.

The DP & FOI Office holds a machine for destroying small volumes of CDs.  Contact us if you would like to make use of the CD destruction machine.  If you have any other concerns relevant to our compliance with the General Data Protection Regulation please contact the DP & FOI Office.


Useful contacts:

Estates and Buildings (for removing and recycling any type of waste)
http://www.gla.ac.uk/services/estates/organisationstructure/estatesoperations/recycling/
 
Purchasing Office
http://www.gla.ac.uk/services/purchasing/supplier/suppliersmenu.htm
 
Data Protection & Freedom of Information Office (for advice about records retention or managing information)
http://www.gla.ac.uk/services/dpfoioffice/