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. Staff, need to know the most appropriate method and the point in time to destroy information.
It is the responsibility of staff who select information for destruction to do so in accordance with the University’s record retention guidelines (available at http://www.gla.ac.uk/services/information/) and to ensure they follow University guidelines and advice.
In addition, the Data Protection Act 1998 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 University records retention schedule), regularly and it may be necessary to keep a record of its destruction.
How to decide if paper waste needs confidential destruction: options for waste paper disposal.
- Routine paper waste, for example blank forms, routine correspondence, early drafts of work, publicity material or "junk" mail should be put into the office paper recycling bins. This probably accounts for the largest proportion of waste created in offices. Put the waste directly into your office paper-recycling bin.
- Papers that contain information about sensitive University business, and therefore have a selected readership, (i.e. because its 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, you should use it and then put the waste into your office paper-recycling bin.
- Large volumes of information about sensitive University business (i.e. because its disclosure would compromise personal privacy, financial or strategic information etc) should be disposed of by the confidential waste service provided through Estates and Buildings.
Complete a "works request form" http://www.gla.ac.uk/services/estates/wrequest.htm for confidential waste sacks from Estates and Buildings.
The type of information which should be handled in this way includes: any significant information about living people, whether they are staff, students or have other links to the University - past, present and future. For example, records of performance measuring, monitoring or details of an individual’s performance or their conduct – or a financial relationship with them.
This is a relatively expensive way of destroying information so only use it for dealing with information, which warrants it.
You should follow the University’s records retention schedule, which shows that types are record (e.g. committee papers, individual staff files, project files) are reviewed, weeded and disposed of systematically. This meets the requirements placed on us by the Freedom of Information (Scotland) Act 2002 and other external regulation.
Procedure for Confidential Waste Disposal
- Assess how many bags you require. The cost is currently £5.50 per bag. The bags are approx. 125cm x 80cm and the correct volume per bag should be equivalent to approximately 1.5 "bankers" boxes (Fellowes R-Kive Large Storage Box, Code No. 723.199. These boxes measure H287xW380xD430mm) or one filing cabinet drawer. The maximum weight of bags is 25kgs and they should be no more than half full.
- Submit a works request form to Estates & Buildings http://www.gla.ac.uk/services/estates/wrequest.htm for confidential waste bags with an estimate of the number required.
- On receipt of the confidential waste bags, including a numbered tie-wrap, fill with only paper and lightweight card.
- Plastic wallets, folders, binders etc. must be separated from the confidential waste and disposed of separately. This is because the shredding machine can only deal with paper. The end products from the shredding process are then turned into recycled paper products.
- You do not need to remove staples and paper clips.
- When the waste has been bagged, seal the bag with a numbered tie-wrap.
- When the waste is ready for collection submit a new job request with your budget centre.
- If a tie is damaged please return it and the numbered part to Estates and Buildings for a replacement.
- In order to prevent bags being tampered with, do not leave them unattended or in corridors or outside offices.
- Estates staff will, on collection of the bags, record the reference numbers and remove the bags to a secured area. If you wish to see your records destroyed Estates and Buildings can arrange access to the on-site shredding process. For more information, please contact extension 4457.
- The completed job line will be retained by Works Administration. All job lines are retained in line with financial regulations; this is two years after the date of issue.
- The shredding contractor will process the confidential waste bags from the Estates and Buildings storage area on a weekly basis in the shredding vehicle. The tie-wrap will be cut from the bag, the number retained and the contents shredded. The information linking a specific tag to a department is retained for one year after issue.
Process for the Secure Destruction of Computer Discs, CDs, Videotapes etc
This advice is currently under development, but if you believe that there are any concerns relevant to our compliance with the Data Protection Act please contact the Data Protection Office (http://www.gla.ac.uk/services/information/ or extension 3111).
If you have any queries please contact
Purchasing Office
http://www.gla.ac.uk/services/purchasing/supplier/suppliersmenu.htm
