The Five Biggest Mistakes Businesses Make with Confidential Waste

Managing confidential waste might not be the most thrilling part of running a business, but it’s something you can’t afford to ignore. The GDPR sets out clear rules on how personal information should be handled, and its seventh principle is particularly relevant here. It requires businesses to take “appropriate technical and organisational measures” to protect sensitive data from loss, damage, or unauthorised access.

Unfortunately, many businesses slip up when it comes to dealing with confidential waste leading to big consequences such as data breaches, hefty fines, and damage to reputation.

We interviewed Megan, the Operations Manager overseeing SO Recycle’s confidential shredding service, to uncover the most significant mistakes businesses have made during her five years in the industry. Here are five of the most common errors—along with some simple tips on how to avoid them.

1. Not Understanding What Is Confidential

Before you can decide how to deal with confidential documents, you need to know what actually counts as confidential. It’s easy to think it’s just contracts or financial records, but there’s more to it than that.

Anything that contains personal information—whether about your customers or your employees—should be treated as confidential. That means invoices, application forms, bank details, memos, and even emails. A good rule of thumb is if it has names, numbers, or addresses on it, keep it confidential. In fact, it’s often easier to just treat all your printed or written documents as confidential waste—better safe than sorry.

2. Not Storing Waste Securely Before Destruction

What you do with confidential documents before it’s destroyed is just as important as how you destroy it. If it’s not stored securely, there’s a risk it could be lost or stolen.

For documents you need to keep for a while, use secure archive boxes or locked cabinets and don’t hold onto them any longer than necessary. For waste waiting to be destroyed, make sure it’s stored in a secure way.

SO Recycle provides locked bins for regular collections—these are designed so no one can see, reach into, or open them. For one-off clear-outs, shredding sacks are a good option because they’re sealable and tamper-evident. Once they’re sealed, the contents are shredded directly inside the bag. Simple and secure.

3. Mixing Confidential Waste with General Waste

Throwing confidential documents in with your general rubbish might seem harmless, but it’s actually a big risk. General waste is typically collected by unscreened personnel and stored in open bins outside, which makes it easy for someone to intercept sensitive documents.

To avoid this, always keep your confidential waste separate. Whether you’re using locked bins, shredding sacks, or other secure methods, make sure only trusted professionals handle and destroy it.

4. Trying to Destroy Documents Yourself

It’s tempting to think you can save time and money by shredding documents yourself, but this often causes more problems than it solves. Office shredders can be painfully slow, especially if you’re dealing with a lot of paperwork, and they don’t always guarantee the documents are fully destroyed.

We’ve also seen many creative methods like burning or bleaching documents that might work in theory, but they’re not practical or reliable.

Using a professional service ensures the job gets done properly. Industrial shredders destroy waste quickly and thoroughly, often running it through multiple times to make sure it’s completely destroyed.

5. Not Keeping Proof of Destruction

Even if you handle your confidential documents properly, it’s important to have a record of what’s been done with it. A waste destruction note provides evidence that your sensitive documents were destroyed securely and in compliance with the DPA.

Some companies, like SO Recycle, issue same-day destruction notes, which confirm your waste hasn’t been left lying around somewhere it could be stolen. Once you’ve got the note, keep it safe—it’s proof that you’ve done your part to protect sensitive information.

Protect your business and customers with secure waste management.

Managing confidential waste is a vital aspect of running any business. Securely storing documents, separating waste streams, and using professional destruction services can prevent serious issues later on.

It’s a small effort to protect your business and your customers—and far better than the alternative of having to explain a preventable data breach.

If you need support keeping your confidential waste secure, SO Recycle offers a range of waste destruction services. Contact us via action@sorecycle.co.uktoday.