For businesses in Ireland that have multiple sites, it is important to have an overarching process in place to deal with the safe disposal of both physical and digital documents and materials to meet GDPR. This is an enterprise shredding guide that showcases the importance of working with a shredding company that has the expertise to securely remove documents from multiple sites across the country.
Mention GDPR & Irish data protection expectations
The expectations about how companies dispose of data and documents has changed in the last decade. In May 2018, legislation known as the General Data Protection Regulation (GDPR) came into effect that gave individuals greater control over their personal data. It changed the way that companies must look at document shredding for items that are no longer pertinent to the use of the company or that contain personal and sensitive information about employees, suppliers, and customers. GDPR applies to any business that handles personal data of EU citizens, no matter where that business is located.
The regulations require businesses to:
- Get consent from individuals before data is collected and processed
- Implement measures to ensure any data held is secure
- Be transparent about data practices and respect an individual’s right to privacy
- Dispose of data in the most secure and appropriate manner
- Inform individuals of how the data is being used
Every business, no matter its size, must have a clear policy for document shredding, but for larger organisations with multiple sites, the sheer number of documents being processed on a daily basis means there is a greater importance on a transparent process.
Why Multi-Site Businesses in Ireland Need a Unified Shredding Solution
For multi-site businesses and a hybrid world of work, it is vital that there is a coordinated management of both digital and physical documents. Here are some of the reasons why it benefits big businesses:
Increased compliance
Compliance is everything when it comes to the process of collecting, storing, and disposing of personal information, and both physical and digital documentation. With the advent of GDPR it is important for every business, in any industry, to have a clear policy for document disposal to ensure they are not hit with regulatory fines.
Reduce risk of data breach
Cybersecurity is a priority for modern businesses. A unified management of data helps a large, multi-site business to enforce data retention policies. A larger organisation has a larger volume of data to protect, and this can make them more vulnerable to attack from cybercriminals.
Trustworthy brand recognition
For any business its brand reputation is important. Being upfront with customers, employees, and suppliers about their data and how you collect, use, store, and dispose of it, is a great way to be transparent and to enhance the reputation of the company. On the opposite side of things, a company that is involved in a data breach could find its reputation damaged alongside any monetary implications through a fine.
Key Features to Look for in a Nationwide Shredding Partner
What should you be looking out for in a shredding company that serves multiple sites across the country?
Regulatory and legal requirements
One of the most important things to look out for is that your chosen shredding company matches GDPR compliance and any industry-specific regulations that your company must adhere to.
Secure handling of documents
Preparing your documents for shredding is important, but a complete secure chain of custody is important, and the best shredding companies will have transparency at every stage of the process, and offer you secure waste bins, collection of documents and destruction on or off site. We’ve offered you some help before with a guide on document preparation tips.
Certificate of destruction
You should always be supplied with a certificate of destruction once a shredding company has securely disposed of your documents at an off-site location. This provides proof that you have met your legal and regulatory requirements, should you be required to provide proof of document destruction at some point in the future.
Environmentally friendly options
The modern company needs to look for environmentally friendly options in all aspects of the business. The recycling of shredded documents is an attractive part of choosing a shredding service to work with long-term and helps to significantly reduce the carbon footprint of your company.
Customising Shredding for Your Industry & Office Type
Every business is unique, so it is important to have a range of off-site and on-site shredding options, to meet the specific needs of your business. A network of medical practices will have a different document disposal requirement than a chain of retail stores. Understanding the different needs of specific industries and businesses is what a great shredding company does well. This includes working out the best way to dispose of documents, whether on site or off site, and the regularity of the collection of documents.
Final Thoughts
Pulp shredding provides you with the most effective, secure, and cost-effective way to meet strict GDPR as an organisation with multiple working sites in Ireland. If you would like to speak to our expert team about evaluating your current document disposal process and work out the areas that we can help you to become more effective and meet all regulations. It’s simple to improve the efficiency of your multi-site business document disposal. Find out more when you request a quote today with the Pulp team.
