GDPR & Confidential Waste Checklist for UK Businesses (2026)

Is your business managing confidential information securely?

From customer records and employee files to old computers and archived paperwork, businesses must take care to protect personal and confidential information throughout its lifecycle.

The UK GDPR and Data Protection Act 2018 require organisations to handle personal data responsibly, keep it secure and avoid retaining it for longer than necessary.

To help you review your processes, we have has created this practical GDPR and confidential waste checklist.

1. Know what information you hold

• Identify the personal and confidential data your business stores.

• Know where physical documents and digital records are kept.

• Assign responsibility for managing information securely.

2. Store documents securely

• Keep paper records in secure storage.

• Restrict access to authorised staff.

• Maintain an organised record of archived documents.

• Protect digital records with appropriate security measures.

3. Review document retention

• Establish appropriate retention periods for different records.

• Consider legal and regulatory requirements before destroying documents.

• Regularly review records and securely dispose of those no longer needed.

4. Dispose of confidential waste safely

• Keep confidential paperwork separate from general waste.

• Use secure confidential waste containers.

• Arrange appropriate shredding or secure destruction.

• Keep disposal records where appropriate.

5. Destroy electronic data securely

• Identify old computers, hard drives, USB drives and other data-bearing devices.

• Use an appropriate data wiping or destruction method.

• Keep equipment secure until destruction is complete.

• Retain certificates or other evidence of destruction where appropriate.

6. Train your staff

• Explain how confidential information should be handled.

• Show employees how to dispose of sensitive paperwork.

• Ensure staff know how to report suspected data breaches.

• Review procedures and training regularly.

7. Maintain an audit trail

• Record document collections and disposal activities where appropriate.

• Review the security arrangements of external providers.

• Keep relevant destruction certificates and records.

• Regularly check that your procedures remain effective.

How can Paperwise help?

Managing confidential information involves more than simply storing paperwork. Businesses also need reliable processes for retrieving records, reviewing retention periods and securely disposing of information.

Paperwise offers a range of services to help businesses manage their documents and confidential waste, including:

• Document archiving — secure storage and retrieval of physical records.
• Document scanning — converting paper documents into digital files.
• Confidential shredding — secure destruction of sensitive paperwork.
• Electronic media destruction — secure disposal of data-bearing devices.

Whether you're clearing old files, reviewing your document storage or disposing of redundant IT equipment, Paperwise can help you find a suitable solution.