Shred on Site

Shredding sensitive documents protects your business from data breaches and reputational harm. Many organisations underestimate the risks of an inconsistent shredding process. Without clear procedures, it’s easy to miss gaps that put data at risk.

Unstructured shredding processes often go unchecked until they’re tested by a breach, audit, or complaint. Many businesses believe their system works until it doesn’t.

This guide outlines how to build a truly secure shredding process that protects your business, complies with UK law, and gives you peace of mind.

What Makes a Shredding Process Secure?

To be considered secure, a shredding process must meet clear and measurable standards. These include:

• Use of locked collection bins
• Trained, security-vetted staff
• Collection vehicles with GPS tracking
• Shredding to a compliant particle size
• Full audit trail and destruction certificates

Failing to meet these standards increases your risk of non-compliance and exposure to data breaches.

Step 1: Identify What Needs to Be Shredded

As a facilities manager, HR lead, or compliance officer, you're responsible for safeguarding sensitive information across departments. This starts with knowing exactly what should never be thrown in the general waste.

A secure shredding policy should include:

• Employee records, payroll data, and HR files
• Customer details and contact logs
• Contracts, NDAs, and supplier agreements
• Financial statements and invoices
• Printed emails, internal reports, and meeting notes

If you wouldn’t leave it on a train or post it online, it belongs in the shred bin.

Step 2: Use Locked Consoles for Collection

Confidential documents should never sit in open trays or general waste bins. Place locked consoles or secure bins throughout your premises to collect sensitive paperwork before it’s shredded. These containers:

• Prevent unauthorised access
• Reduce manual handling
• Make compliance part of your daily routine

Ensure they are regularly emptied by trained, security-vetted staff.

Step 3: Choose On-Site or Tracked Off-Site Destruction

There are two main methods for secure document disposal:

• On-site shredding – Documents are shredded at your premises, and you can witness the process.
• Off-site shredding – Materials are collected in secure containers, tracked by GPS, and destroyed at a licensed facility.

Both methods are effective but only if the provider follows BS EN 15713 and offers full traceability.

Ensure Your Shredding Process is GDPR-Compliant

Compliance with UK GDPR isn’t optional. If your shredding process isn’t secure, it could put your entire business at risk. Make sure your shredding partner can prove:

• They follow BS EN 15713
• They employ BS7858-vetted staff
• You receive timely Certificates of Destruction
• They provide a full audit trail on request

Step 4: Always Request a Certificate of Destruction

A Certificate of Destruction is your proof that secure document disposal has taken place. It should include:

• The date and time of shredding
• A unique collection reference
• Confirmation that shredding met compliance standards

Keep this document on file to demonstrate compliance during audits or inspections.

Step 5: Vet Your Shredding Provider

Don’t assume all shredding companies offer the same level of protection. Before signing any contract, ask:

• Are your staff vetted to BS7858?
• Do you follow BS EN 15713?
• Are your vehicles GPS-tracked and locked?
• Can I visit or view your shredding facility?

If a provider can’t confidently answer these questions, they may not offer truly secure document disposal.

Step 6: Train Your Staff

Even with the best systems, human error can undermine your shredding process. Ensure employees know:

• What documents should be shredded
• Where to deposit materials
• How to report a breach or concern

Make secure shredding part of your onboarding and compliance training.

What Happens When Secure Shredding Goes Wrong?

When shredding isn’t properly managed, the consequences can be serious. In 2023, the ICO issued fines to several organisations for failing to securely dispose of confidential paperwork. One case involved printed documents left in an unlocked bin accessible to the public. Another saw unshredded HR files found in a skip outside a business premises.

These incidents highlight the risk of skipping secure shredding, from regulatory penalties to reputational damage., including regulatory penalties and long-term reputational damage.

Office Shredders vs. Professional Secure Shredding

Office Shredders

• Time-consuming for staff
• Limited capacity
• No audit trail
• Easy to misuse or ignore

Professional Secure Shredding

• Fast, scheduled pickups
• Industrial-grade shredding
• Certificate of Destruction
• Fully compliant process

A desktop shredder may seem convenient, but it rarely delivers the security or consistency required to stay compliant.

Why Businesses Choose Shred-on-Site

Shred-on-Site is the UK’s trusted independent shredding specialist. Our secure document disposal services are fully compliant with UK GDPR and BS EN 15713, and we:

• Provide on-site and off-site shredding nationwide
• Use locked consoles and tracked collection vehicles
• Employ fully vetted, trained staff
• Issue Certificates of Destruction every time
• Recycle 100% of shredded paper responsibly

We help businesses of all sizes build a shredding process that’s secure, seamless, and fully auditable.

If You Can’t Prove It, You Can’t Protect It

A data breach can affect operations, client trust, and internal morale all at once.

Every business needs to dispose of sensitive documents. But if you can’t trace your shredding process from collection to destruction, you’re taking a risk that could cost more than just money.

Make sure your secure document disposal process stands up to scrutiny.

Get in touch with Shred-on-Site to review your current setup and create a shredding solution you can trust.

FAQs About Secure Shredding

What’s the difference between regular and secure document disposal?

Secure shredding follows a verified, compliant process with audit trails and documentation. Regular shredding often lacks proof and consistency.

Do I need to sign a long-term contract for secure document disposal?

Not always. Many providers, including Shred-on-Site, offer flexible services such as one-off clear-outs or trial periods to help you find what works before committing.

Is secure document disposal expensive for small businesses?

Professional shredding is more cost-effective than people think. It saves time, reduces risk, and often costs less than managing it in-house with unreliable equipment.

Can shredded paper be recycled?

Yes. Shred-on-Site recycles 100% of shredded material through authorised recycling centres.