Topwood Ltd - Shredding, Scanning, Storage
Freephone 0800 781 1066
Guide to Archive Barcodes and References https://www.topwoodltd.co.uk/best-practice/guide-to-archive-barcodes-and-references
Our barcodes create an efficient method to store your archive boxes, and they also allow us to retrieve your boxes as quickly as possible. Download our PDF for more information. 
 
 
See the infographic below to see exactly where to place the barcodes which Topwood supply you with, where you can put your own reference and the do's and don'ts when it comes to archive barcodes.
 
For more information on off-site storage and the benefits click the following links:
 
 
 
Downloads wigmaseb 2016-06-23 16:26:00
Shredding sacks: Poly Prop or Paper? https://www.topwoodltd.co.uk/products-and-services/shredding-sacks-poly-prop-or-paper
Topwood can supply you with two different types of shredding sacks to collect your confidential papers with. Both have their benefits, read on to find out more.

 

Benefits of shredding sacks:

  • Delivered flat-packed to save on storage space
  • If you don't want the commitment of a shredding console, sacks are the next best option.
  • Simply contact us to arrange delivery of additional sacks
  • Contact us again to arrange collection of filled sacks.
  • Can be used for off-site or on-site shredding
  • Perfect for small offices
 
 

Related Articles:

FAQ: Do you provide sacks for paper to be shredded?

FAQ: What is the difference between onsite and offsite shredding?

Confidential Document Shredding

Downloads wigmaseb 2016-03-04 14:58:00
Guide to Preparing for Off-site Document Storage https://www.topwoodltd.co.uk/best-practice/guide-to-preparing-for-offsite-document-storage

Off-site Document Storage can offer many benefits including enhanced security, increased office space and improved efficiency when retrieving your files. Read on to find out about the key stages of organising your off-site storage with Topwood.

Download the PDF below to view the key stages of organising your off-site storage with Topwood. There are also 3 videos explaining how to order Topwood archive document boxes, how to fill and catologue boxes and how to arrange collection of your archive boxes.

 

Download our PDF guide here with lots of helpful links:

 

Watch our quick videos here:

 

How do I order Topwood Archive Document Boxes? - Starting the Document Storage Process: Part 1
 
 
How do I fill and catalogue boxes? - Starting the Document Storage Process: Part 2
 
 
 
How do I arrange collection of my boxes? - Starting the Document Storage Process: Part 3
 

Related Articles:

Topwood Secure Document Storage

Topwood Storage Supplies

 

 

Downloads wigmaseb 2016-02-24 16:29:00
How exposed is your business to a data breach? https://www.topwoodltd.co.uk/data-and-e-media-security/how-exposed-is-your-business-to-a-data-breach
Every business is at risk of a data breach. Our PDF presents some questions that may help you consider whether you need professional assistance to implement security procedures for document management.
Security breaches can happen to any business. Your workplace is full of confidential paperwork that could cause real problems if it gets into the wrong hands.
 
Is your business at risk? Read our PDF to determine if
you may need a professional document management company
 
 
If you are unsure of the answers to these questions, you should consider consulting a professional document management company to discuss implementing secure procedures to prevent data breaches in your business.

 

Surprising Facts:

  • 95% of the UK population are not confident that organisations securely protect their personal information
  • Companies can be fined up to £500,000 for breaching the Data Protection Act
  • Data breaches in the UK have increased by more than 1000% since 2007
  • The cost of a data breach has risen 83% in 6 years for UK businesses

 

Key Questions:

  • Do you dispose of your confidential information separately from your general waste and recycling?
  • What is your current method of document destruction?
  • Are confidential documents stored in a secure location prior to disposal?
  • Do you have a “shred-all” policy to ensure that all documents are securely destroyed?
  • Who in your company monitors the data protection legislation that affects your business?

 

Employee Essentials:

  • Are you including a full background screening with every new hire for your company?
  • Does your company have written document destruction policies and a formal training process?
  • Is the document destruction policy part of new employee orientation?

 

 

Related Articles:

Security Culture: Identity Theft Facts and Prevention tips

Create an Internet Security Culture for the Home and Workplace

How to protect your business against fraud

 

 

Downloads wigmaseb 2015-09-11 17:05:00
Security Culture: Identity Theft Facts and Prevention tips https://www.topwoodltd.co.uk/data-and-e-media-security/security-culture-Identity-theft-facts-and-prevention-tips
Identity theft cases reached record levels in 2016 with young people a growing target, the fraud prevention organisation Cifas says. Identify fraud can have massive consequences for both individuals and businesses.
Increasing the awareness of individuals to prevent theft of their identitiy will help improve a culture of security in the workplace too.

Click to download our PDF
Identity Theft Facts
  • There were almost 173,000 incidents of identity faud in the UK during 2016 (source: Cifas - click www.bbc.co.uk for full report).
  • According to actionfraud.police.uk fraud losses to SMEs are estimated at a staggering £19billion a year.
  • Fraud costs £1000 per UK adult (source: National Fraud Authority www.bba.org.uk)
  • Shockingly 78% of businesses make no effort to have a comprehensive policy with clear do's and don’ts for employees to follow to help protect people's identities http://www.stop-idfraud.co.uk/thefacts/business)
Identity Theft Prevention Tips
At home:
  • Be careful when giving personal information, especially by telephone or online
  • Use strong passwords and PINs that includes a mix of characters - such as upper and lower cases
  • Keep your personal documents in a locked box, secure storage area or personal safe
  • Carry a minimal amount of personal information in your wallet- it is unlikely you use your passport or social security card regularly
  • Take receipts when leaving stores and restaurants
  • Destroy envelopes and return address labels
  • Check your credit report every year and report problems immediately
  • Shred unwanted receipts, cheques, pre-approved credit applications and old tax returns
  • Limit the amount of personal information you give away on social networking sites. Your real friends know where you live and know your birthday
In the Workplace:
  • Understand your company’s privacy and document destruction policies
  • Only collect essential data and obtain consent when you collect data
  • Limit access to sensitive data
  • Encrypt data networks, laptops, and remote access devices
  • Conduct employee background checks
  • Use locks, alarms and video cameras
  • Prepare a strategy to manage a security breach
  • Ensure your data is stored in a secure and confidential place and develop a DOCUMENT MANAGEMENT SYSTEM. Protect the information that must be kept and shred information when it’s time to dispose of it.
  • Shred all sensitive documents and old files: business forms, customer data, letterhead, proprietary information, business cards, contact lists, receipts and financial reports.

Related Articles:

Is your business at risk?

Create an Internet Security Culture for the Home and Workplace

How to protect your business against fraud

Downloads wigmaseb 2015-09-11 17:02:00
Certificate of Destruction Explained https://www.topwoodltd.co.uk/legislation-and-compliance/certificate-of-destruction-explained

The law requires proof of destruction of confidential paperwork. This can be in the form of a "Certificate of Destruction". Our article explains what it is, why it is important, and how you obtain yours after your shredding service with us.

Click to download our PDF

 

When you destroy personal data held in documents, files and electronic devices like hard drives it is recommended by the ICO that the data processor (shredding company) provides the data controller with evidence of destruction. A Certificate of Destruction confirms the details regarding the destruction and in certain cases may be required for insurance purposes.

 

The certificate of destruction provides protection for both the data controller (i.e. a school) and the data processor (i.e. a shredding company) as it confirms that the material has been destroyed and disposed of responsibly. A certificate of destruction also ensures the best compliance for GDPR and the new Data Protection Act 2018 by providing a full audit trail.

 
Where processing of personal data is carried out by a data processor on behalf of a data controller, the data controller must in order to comply with the seventh principle:
 
(a) choose a data processor providing sufficient guarantees in respect of the technical and organisational security measures governing the processing to be carried out, and
 
(b) take reasonable steps to ensure compliance with those measures.
 

As a leading shredding company Topwood is accredited with information security ISO:27001 which ensures personal data is processed and handled in a professional and compliant manner. Our staff, IT and processes are checked to ensure the safe handling of personal data.

 

Some organisations are required to have a certificate of destruction by law, such as the NHS. However, it is good practice to supply every customer with a certificate, after every service. If audits are required to check the data protection for your business, certificates of destruction are very important to prove that confidential data has been disposed of in a responsible manner.

 

Topwood assign a unique work order number to each shredding job. This number is shown on your e-receipt, certificate of destruction and invoice to provide a full audit trail for your confidential shredding ensuring GDPR compliance

 
 

Related articles:

FAQ: What is the Chain of Custody Process?

Topwood Compliance

 

Downloads wigmaseb 2015-09-07 16:49:00
5 Step Process to securely destroy your data https://www.topwoodltd.co.uk/products-and-services/5-step-process-to-securely-destroy-your-data

Shredding Receptacles such as wheelie bins, consoles, sacks, and archive boxes are all collected from your business and the contents are shredded on-site. Our PDF downloads explain the process for each container.

What is the process for on-site shredding?

5 Step Process for On-site Shredding:

On-site shredding is the safest option as it keeps handling to a minimum before the sensitive information is destroyed at your premises whilst you watch.
 
Protecting your confidential business information with Topwood is safe, convenient and cost-effective. It’s also environmentally friendly - all shredded paper and hard drives are recycled.

 

5 Step process: Boxes

 

5 Step Process: Consoles

 

5 Step Process: Sacks

 

5 Step Process: Lockable Wheelie bins

 

 

View our video:

 

 

 

 

 

 

Related Articles:

Bulk or regular shredding service?

Lockable containers that keep your office secure

How secure is shredding paper?

Archive Boxes - securing your files

 

 

Downloads wigmaseb 2015-08-12 15:26:00
Bulk or regular shredding service? https://www.topwoodltd.co.uk/products-and-services/bulk-or-regular-shredding-service

We can provide shredding on a one-off occasion, or we can collect and shred on a regular, scheduled visit. Read on for more information about the benefits of both.

Click to download our PDF
Engaging a professional document destruction firm like Topwood with vetted and trained staff as part of a secure chain of custody will ensure organisations protect themselves, their clients and employees from security breaches.

A one-off service
Periodic purges of archives and file rooms can be shredded on-site using a mobile shred truck or collected and safely destroyed at a secure facility. With Topwood you will receive a Certificate of Destruction and all your material should be recycled. We can provide wheelie bins, consoles and sacks to help with the collection of confidential documents.

Regular Shredding
Documents like invoices, financial reports, employee records, or anything that shows customer, employee or company information left on top of a copier, or dropped in a waste bin, could put your business at risk of identity theft.

We provide secure containers for the collection of unwanted documents. From the moment documents are placed into these locked consoles and wheelie bins there is complete chain of custody.
Documents remain secure in these containers until security trained and vetted staff collect on the scheduled day. Once destroyed a Certificate of Destruction is provided.

Downloads wigmaseb 2015-08-12 15:01:00
HR Document Retention Guide Schedule [Human Resources] https://www.topwoodltd.co.uk/best-practice/hr-document-retention-guide-schedule-human-resources

This resource is specifically for Human Resource professionals and managers to be used as a guide to Document Retention and scheduling.

Click on the icon to download our PDF

 

 

This document Retention guide is targeted at HR managers. It includes the following document types:
 
  • Employment and Career
  • Health
  • Pay and Pension
 

How long do I keep documents for?

Most businesses are required by law to retain confidential client information, along with employee or company data, for a minimal amount of time. But many types of documents eventually outlive their purpose, and holding on to them too long puts you at risk of a security breach and non-compliance with today’s privacy legislation.
 
The length of time you should hold business records for is determined by a retention schedule that balances each record’s usefulness with the legal requirements. To some degree, this will depend on your type of business, and the life cycle of specific documents.
 

What do I do when documents are past the retention date?

To determine a retention schedule for each type of document, you should also check the legal minimum time to store documents to ensure your plan is in line with legislation. This is particularly important with the new GDPR regulations coming into effect in May 2018. You can then create a secure document destruction schedule for those documents to reduce risks associated with data breaches.
 
From a risk-management perspective, once you have agreed on a time period to retain each document, the only acceptable way to discard your documents is to make sure they are irreversibly destroyed. Shredding is a legal requirement for many types of documents, and on-site shredding is the safest policy. With a professional shredding firm, you will receive a Certificate of Destruction that specifies the exact date and method used to destroy your documents.
 
 

How can Topwood Help?

To help you create the right retention schedule for your business, the above PDF supplies a list of documents that contain confidential information, along with the recommended retention period for each type in accordance with certain legal requirements. These recommendations on document retention are general guidelines only. They are not intended to represent legal advice. Contact your legal expert(s) or council to ensure you are following current legal requirements.
 

 

Related Articles:

Topwood Document Storage

How long should I keep documents for?

How do I implement a clear desk policy?

Topwood Storage Supplies

FAQ: What is the guidance on ownership, storage and destruction of documents?

 

 

Downloads wigmaseb 2015-08-06 16:31:00
How long should I keep documents for? https://www.topwoodltd.co.uk/best-practice/how-long-should-I-keep-documents-for
Document Retention Guide: Most businesses are required by law to retain confidential client information, along with employee or company data, for a minimal amount of time.

How long should I keep documents for?

Click the icon to download our PDF

In this PDF we show you the minimum time to keep documents for.

How long?

Most businesses are required by law to retain confidential client information, along with employee or company data, for a minimal amount of time. But many types of documents eventually outlive their purpose, and holding on to them too long puts you at risk of a security breach and non-compliance with today’s privacy legislation.
The length of time you should hold business records for is determined by a retention schedule that balances each record’s usefulness with the legal requirements. To some degree, this will depend on your type of business, and the life cycle of specific documents.

What to do when documents are past retention date:

To determine a retention schedule for each type of document, you should also check the legal minimum time to store documents to ensure your plan is in line with legislation. You can then create a secure destruction schedule for those documents to reduce risks associated with data breaches.
From a risk-management perspective, once you have agreed on a time period to retain each document, the only acceptable way to discard your documents is to make sure they are irreversibly destroyed. Shredding is a legal requirement for many types of documents, and onsite shredding is the safest policy. With a professional shredding firm, you will receive a Certificate of Destruction that specifies the exact date and method used to destroy your documents.

How can Topwood Help?

To help you create the right retention schedule for your business, the above PDF supplies a list of documents that contain confidential information, along with the recommended retention period for each type in accordance with certain legal requirements. These recommendations on document retention are general guidelines only. They are not intended to represent legal advice. Contact your legal expert(s) or council to ensure you are following current legal requirements.

Related Articles:

Topwood Document Storage

How long should I keep documents for?

How do I implement a clear desk policy?

Topwood Storage Supplies

Downloads wigmaseb 2015-06-18 16:34:00
Standards governing the secure destruction of documents and data https://www.topwoodltd.co.uk/making-the-best-choice/standards-governing-the-secure-destruction-of-documents-and-data
Shredding is the safest method of destroying documents but the level of security is determined by the technical specification of the shredder to produce the shred outcome.

Click on the icon to download our PDF
'How secure is shredding paper?' was all about the shred outcome - size, shape and mix of the particles. The specification of the shredding machine determines the shred outcome (the size, shape and mix of the paper shreds). There are, however, other factors that influence the security of the shredding chain of custody.
In the UK, the shredding standard EN15713 (previously known as BS8470) is promoted by the British Security Industry Association (BSIA) as the benchmark standard for firms providing confidential shredding services. Acceptance to the BSIA's information destruction section requires members to have EN15713 incorporated into their UKAS accredited ISO9001 quality management system - click here to download the BSIA's guide to EN15713.

The Minimum:

EN15713 is seen, by some firms in the industry, as the entry threshold to operating a security shredding company. Compliance with it requires little more than a tick box approach, after which it can be filed away and forgotten about!
For example:
EN15713 requires that, "all staff employed in the secure destruction process are security-screened in accordance to BS7858. Prior to employment all employees should sign a Deed of Confidentiality".

Topwood's Choice:

As data security becomes even more of a business priority, compliance managers and security officers need evermore assurance of their suppliers' ability to handle data on their behalf. The tick box approach to comply with EN15713 is no longer deemed sufficient.
As a consequence, leading shredding firms are adopting other, more stringent measures and controls to give greater assurances.
The biggest cause of a security breach is human failure - either through intent or negligence. Consequently, professional shredding firms, like Topwood, are adopting the new information security standard ISO27001:2013.
Data protection law clearly states data controllers are liable for their data even when its destruction is subcontracted to a data shredding company so it is understandable that compliance managers and security chiefs need to engage with shredding firms who have more than a tick box security standard.

What ISO27001 Requires:

Having all employees screened to BS7858 with signed confidentiality agreements is the standard requirement of EN15713. ISO27001 requires a far more thorough approach with employees. It stipulates employees should display clearly visible photo ID and wear corporate uniform. This not only gives the customer greater assurance but it reminds employees everyday of their key role in preventing data breaches.
ISO27001 requires employers to:
  • take staff checks on a regular basis during employment and to take measures to limit risks when employment is terminated.
  • provide structured, relevant training to employees to encourages them to consider the security risks at every stage of their work. Staff handling data recognise that the secure handling of customers' information is the number one priority - security becomes second nature. That is the way to reduce human error.
  • train staff in the secure handling of confidential information and keep them up to date with data legislation changes.
  • ensure staff are well motivated and fairly rewarded. Motivated and rewarded staff are more committed and less likely to make mistakes or commit any fraudulent activity.

IT Systems Security:

EN15713 does not stipulate how a shredding company controls their IT systems and their digital interface. ISO27001, on the other hand, requires detailed risk analysis of IT systems and software for data loss. Topwood rely on systems technology to provide secure chain of custody. At the point of transfer customers sign an electronic PDA which transmits e-receipt. This email has a secure link to securely download Certificate of Destruction. All systems and software including vehicle tracking equipment needs to be robustly tested as part of ISO27001.

Benefits of ISO27001:

In the case of subcontracting, a firm with ISO27001 will have the experience and expertise to audit any supplier they intend to subcontract work to. Indeed, any supplier to an ISO27001 accredited firm needs to show they have suitable security measures in place.
A high class shredding firm should be able to help their customers with data security best practice and help develop a culture of security awareness such as developing and implementing shred-all and clear desk policies- all key to preventing security breaches.
Whilst every care is taken to prevent data breaches the possibility can never be removed. ISO27001 requires shredding companies to consider what action to take in the event of an information security breach, and at what point to inform the Information Commissioners' Office (ICO).
For example: an act of god may result in a data breach and a data processor (shredding company) is required to have contingency plans to limit the impact of the breach. A shredding company with the highest standards will have documented procedures to inform the ICO if required.

Related Articles:

Document Shredding

Equipment and supplies

Regular Shredding

Legislation and compliance

Downloads wigmaseb 2015-06-18 16:09:00
Lockable containers that keep your office secure https://www.topwoodltd.co.uk/products-and-services/lockable-containers-that-keep-your-office-secure
Many businesses underestimate security gaps within their own offices. Bins ensure that when confidential papers are no longer required they can be safely deposited until they are securely shredded.

Click to download our PDF

Many businesses under estimate security gaps within their own offices. Over 80 per cent of security breaches are inside jobs and unsecure papers in your office pose a real security risk.
Bins ensure that when confidential papers are no longer required they can be safely deposited until they are securely shredded.
Your information is secure in the locked bins. Files and papers are simply posted through a letterbox slot and a baffle plate means nothing can be pulled out.
  • There is no need to remove staples and paperclips - whole files can be placed into the bins.
  • On the scheduled day our security vetted staff visit your offices and remove and replace the filled liner.
  • A bag sealing tag on the liner ensures that documents are not exposed when taken to the shred truck by our security vetted staff.
  • The contents of each liner are tipped direct into the high security shredders in our shred trucks.
  • The shredded documents are taken to a UK paper mill for recycling into useful products like paper cups and towels.
  • For flexibility we can provide Office Consoles, or wheelie bins that come in three sizes.

What do you like about Topwood’s shredding services?


“Brilliant –we used to have a central collection point down in the stores but confidentiality became an issue. Topwood’s bins and their onsite shredding give us total peace of mind”- Lorraine Waldron Bournville Housing Trust

“The consoles make the secure disposal of confidential papers easy and the staff who visit us are always efficient and friendly. It is great to know that all paper is shredded onsite and taken for recycling”- Christine Mathewson Wirral NHS
Downloads wigmaseb 2015-06-09 15:29:00
Guide to Waste Disposal Note legislation https://www.topwoodltd.co.uk/legislation-and-compliance/guide-to-waste-disposal-Note-legislation

Any business that produces, handles or disposes of confidential waste is legally required to ensure it is managed correctly under Duty of Care legislation.

Click the icon to download our PDF
The disposal of confidential waste is governed by the Waste Regulations 2011 and the law requires:
  • Waste to be stored correctly i.e. it must be properly contained
  • Only registered waste carriers collect waste
  • Collections to be covered by a valid waste transfer note that includes key details (see below)
  • Copies of transfer notes for confidential waste to be retained for two years, and;
  • Confidential waste is only taken to an authorised facility with the necessary waste licensing
Waste Transfer Notes
Every load of non-hazardous business and commercial waste moved off your business premises must be accompanied by a Waste Transfer Note (WTN). These documents are a legal requirement and must:
  1. Contains a brief description of the waste being transferred (A1)
  2. Have the correct EWC code for the confidential waste (A2)
  3. Detail amount of waste being transferred - for example the number of shred sacks
  4. List the name and address of the producer of the confidential waste (B1-B5)
  5. Detail the 2007 SIC for the producer (B6)
  6. State the name and address of the person collecting the waste - a registered waste carrier (C1-C4)
  7. Confirm the address of the place of transfer as well as the date and time (Section D)
  8. Have a tick box to confirm the waste hierarchy has been considered, and;
  9. Be signed by both parties (D4)
For repeated transfers, where the description of the waste and all circumstances remain the same a 'season ticket' can be used to cover all transfers i.e. one note can last up to 12 months.
It is illegal to collect, or have collected confidential waste without a valid WTN.
The tick box in line 8 requires producers of confidential waste (the transferor) to dispose of waste is as high up the hierarchy as possible.
Topwood guarantees you fulfil all your legal obligations when disposing of confidential waste. Our on-site shredding service with its 100% recycling rate of confidential papers ensures full compliance with both with data protection legislation and the waste regulations incorporating the waste heierarchy. For more details on the waste hierarchy click here.

Related articles:

Waste hierarchy legislation explained

What is the Data Protection Act?

Certificate of Destruction Explained

FAQ: What is the Chain of Custody Process?

Downloads wigmaseb 2015-06-05 16:51:00
How is Topwood better than the competition? https://www.topwoodltd.co.uk/making-the-best-choice/how-is-Topwood-better-than-the-competition
Competition for shredding services is tough. The key to our success is our culture of improving everything we do, however small the improvement, everytime we perform. These tiny improvmenets lead to the cusotmer experience. 
 
 
 
Ten years ago, choice for buyers was limited to a few multinational firms but new entrants have successfully established themselves as worthy competitors.
 
Topwood was one if the first data shredding firms to be accredited with information security ISO27001. We have a number of mobile shredders which have capability to cross cut allowing us to work on government contracts.
 
 
We differentiate from the mega players by:
 
        • Guaranteeing competitive prices (see: How do you price for shredding services?)
        • Deducting off-invoice for the value of the paper shredded and recycled
        • Clear pricing based on costs and not per minute - you pay for what we actually shred
        • Having a high density of operations to give us great flexibility (we are not spread too thin)
        • Training security vetted staff to provide a professional service - with a personal touch
        • Innovating and knowing there can be no complacency - this is a major threat for others.
        • Achieving ISO27001 Certification is now the benchmark for information security
        • Investing efficient high-tech industrial mobile shredding trucks
        • Membership of The Shredding Alliance to provide national shredding services.
 
 
 
We have put together some of the feedback from customers who have switched from a national firm to Topwood. Here we aim to demonstrate that the service from a local shredding company near you is better than the one size fits all service from the national waste management companies.
 
Download our PDF guide here
 
 
 
 

Related Articles:

Document Shredding

Equipment and Supplies

Regular Shredding

Data Destruction

 

 
Downloads wigmaseb 2015-06-02 16:12:00
Create an Internet Security Culture for the Home and Workplace https://www.topwoodltd.co.uk/data-and-e-media-security/create-an-internet-security-culture-for-the-home-and-workplace
With the growth of online shopping, social media, and email spam, it is important to create a Best-Practice Internet Safety Culture that staff can adapt for both the Workplace and at Home.

Click the icon to download our PDF

With the growth of online shopping, social media, and Email spam, it is important to create a Best-Practice Internet Safety Culture that staff can adapt for both the Workplace and at Home. View our PDF for some tips to keep yourself and your staff protected.

  • Exclude important personal information from your social media accounts.
  • Check your social media account privacy settings, including on all your mobile devices.
  • Protect your online passwords and make them strong.
  • Watch out for ‘phishing’ or spam emails​ - if it sounds too good to be true, it most likely is.​
  • Keep your communications networks secure, e.g. Wi-Fi.​
  • Check for the https:// when visiting websites - the ‘s’ stands for secure.​
  • Keep a close eye on your bank statements.

Related Articles:

Security Culture: Identity Theft Facts and Prevention tips

Is your business at risk?

How to protect your business against fraud

Downloads wigmaseb 2015-06-01 17:08:00
Secure regular shredding is the best option https://www.topwoodltd.co.uk/making-the-best-choice/secure-regular-shredding-is-the-best-option
Information security is not just a business priority – it is also a legal requirement. It is a fact 85% of data breaches are committed within an organisation. A professional shredding firm will help cut possible security breaches in your organisation.

The Data Protection Act requires data controllers to keep 'data secure at all times'.

The vast majority of data breaches occur within organisations and are caused by negligence. Staff who are unsure on how to handle sensitive information or do not know what is, and what is not sensitive can put a business at risk of a data breach.

Using lockable containers as part of a regular shredding service supplied by a professional shredding company like Topwood will reduce the chance of security breaches.

For example: HR records including, PAYE forms, bank details, driving licence information and medical records all need to be retained by employers for up to seven years from the moment the employment of an individual ceases. When the documents reach the end of the retention period they are effectively obsolete to the employer but they are invaluable to fraudsters. If this information falls into the wrong hands it can seriously damage a business' reputation and cause harm to the individuals concerned. The Information Commissioner can impose penalties of up to £500k on organisations that fail to handle personal data properly.

Depending on your workplace environment Topwood can provide suitable lockable containers. Consoles and wheelie bins are the most popular as papers and files (with staples, clips, bindings etc.) can easily be safely deposited. Whilst sacks are popular due to their flexibility they are arguably less secure and not as convenient as consoles and bins.

Simple to use, lockable containers are the first link in a secured chain of custody.

They allow staff to easily and safely deposit unwanted information. The containers remind staff that all confidential information must be placed into the secured waste channel so there can be no mistakes or malice.

Security is maximised when shredding containers are used in conjunction with best practices like clear desk and shred-all policies. Prying eyes that view sensitive information left out on desks or in print rooms can be a PR disaster. The safe and easy disposal of documents is facilitated by the use of lockable containers. Likewise a shred-all policy means staff no longer need to determine what is, and what is not confidential. Everything goes into the secured waste stream.

Once deposited into the locked containers the papers remain away from prying eyes.

The second link in the chain of custody is trained and security vetted staff from a professional firm like Topwood transferring the contents to a mobile shred truck. The final stage is the on-site shredding of the documents to ensure the data contained on them can never fall into the wrong hands away from your business - see video.

Whilst some organisations consider the purchase of an office shredder as their best protection from security breaches we identify in How office shredders can be risky that office shredders are not the safeguard many expect them to be. Time spent stripping files and removing staples, their slow speed and the unreliability of office shredders all deter users from actually shredding documents. The temptation is to say there is no time. Documents are therefore not destroyed, left unsecured in the workplace or storeroom and risks creep in.

There is, of course, a service charge associated with a secure regular shredding service but it is a small price compared to the damage a security breach could have on your business. Cost analysis demonstrates regular shredding is the most efficient and secure solution for the disposal of sensitive documents. Not only does it lower the chance of a security breach, it prevents the build-up of unwanted documents in the workplace and in storerooms. Keeping unwanted documents takes up valuable space and time whilst not adding any business value.

The supply of lockable consoles will close down the chances of an internal security breach and when coupled with a regular on-site shredding service you will have a clear chain of custody that will keep your information safe at all times.

Related Documents:

Paper Shredding

Equipment and supplies

Regular Shredding

Legislation and compliance

Downloads wigmaseb 2015-06-01 16:14:00
Five Reasons to use a Regular Shredding Service https://www.topwoodltd.co.uk/making-the-best-choice/five-Reasons-to-use-a-shredding-service
Organisations generate large amounts of paper that needs to be disposed of in a compliant & safe manner. Unwanted paperwork can be a threat to your business and takes up valuable space & time. Using a shredding company can eliminate this.

5 Reasons to use a shredding service

Click the thumbnail to the right to download our guide:

1. The hidden costs of storing unwanted paperwork
Keeping paperwork consumes valuable workspace. To thrive every business needs to be as lean as possible which means cutting out waste and optimising the use of resources. Storing obsolete documents is a classic example of a business's sub-optimisation of resources.
The same lean process principle can applied to staff time spent sorting and handling obsolete paperwork.
Large volumes of combustible material can be a fire hazard and increase the cost of insurance.

2. Shredding will reduce the risk of ID theft and data security breaches
Disposing of files and paperwork through general waste is not secure. All along the process there are risks of criminals accessing bins and stealing confidential information.
Under the Data Protection Act the ICO can impose penalties of up to £500k for such data breaches and there is huge costs to the individuals concerned as well damage to good reputations.
The safest and easiest way to protect against ID theft is to have files destroyed onsite by a professional shredding company like Topwood.

3. Help secure the workplace
An estimated 85% of data breaches occur internally in the workplace. To prevent these effective document management policies should require files and papers be secured at all times. When papers are no longer required they should be secured or destroyed.
Using office shredders means papers and files accumulate in the workplace and this provides the opportunist to take advantage. At Topwood, we will provide lockable containers so unwanted papers and files can be easily and safely deposited until they are shredded on-site. It also reduces fire risks and H&S incidents.

4. Ensure all paper is recycled
Document shredding companies will destroy documents so the information on them can never be recovered and then bale the paper so it can pulped and recycled into useful paper products. This ensures businesses are compliant with environmental legislation, such as the waste hierarchy regulations. In addition it helps fulfil CSR commitments and leads to a more sustainable environment.

5. Save time compared to in-house shredding
There are numerous problems with using office shredders. One of the main problems is they only take a few pages per pass and hence they become expensive on time. The shredding of documents becomes a background job and eventually papers and files accumulate in the workplace or are un-securely disposed of increasing the risk of a security breach.
Most office shredders only strip cut which is less secure than cross cut shredding.
Onsite shredding specialists will have high speed cross-cut shredding equipment which means documents can quickly be shredded so it is impossible for thieves to reconstruct documents.
Using a document shredding company like Topwood will ensure the safe and efficient destruction of confidential waste.
View our video:

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Downloads wigmaseb 2015-05-28 16:17:00
5 reasons why it makes sense to use off-site file storage https://www.topwoodltd.co.uk/making-the-best-choice/five-reasons-you-should-use-offsite-file-storage Many organisations use self storage facilities for storing their archiving. With GDPR due to come into effect in May-18 and constant pressure to deliver business efficiencies through lean processes it may be timely to examine whether self-storage still offers your business the best value for money compared to the offer of a professional records management firm like Topwood.

 

The following contrasts self-storage with a records centre, like Topwood, which is dedicated to safeguarding business information.

 

1. Security

Self-storage facilities rely on accessibility to win customers. The result is that self-store sites are open to the general public allowing them access to the premises where your critical business information is stored. There is often no control or vetting of staff who work in these shared facilities. This openess could compromise the security of your data and result in data breaches through unauthorised access to your stored documents and personal data. Compare the openess of self-store premises with that of Topwood which is descretely located with highly restricted access. All staff who work for Topwood are independently are security vetted to BS7858. In addtion to unrestricted public access self-store facilities have no meaningful control of what their customers store. That poses the risk that incompatible materials are stored in units next to your highly important documents. In extreme cases, volatile materials such as fuel or explosives create the potential of ignition and heighten the risk of a fire. At Topwood only documents and records are stored so the risk of ignition is minimal.

Fire risk assessments show the chance of an incident is low but the consequences are massive. From the point of disaster recovery and business continuity businesses should take maximum care of their records.

Impact assesments will show that storing with a reputable records management company, like Topwood, is dedicated to storing sensitive information with restricted access and complete control over other items being stored, with no public access.

 

 

2. Storage costs

As self-store units rely on public access they are located in prime urban sites where land values are high. The high rents and rates incurred have to be recovered by passing those high costs onto their customers. Records centres like Topwood experience lower costs due to being located in rural areas which keeps their rates lower.

Self-storage facilities are large premises often divided into rentable units. The costs of these units is proportonal to their size. This limits the ability to expand and contract the space you need depending on your need.

Topwood offers a totally flexible option where your costs are directly proportional to the space your archive boxes occupy. Topwood optimise their facility with specialist racking to ensure economical fill.

 

 

3. A managed service

The basis for self-storage is based on charging for space (e.g. £/sq. ft.) but this rent, which is high for the reasons outlined above, does not take account of the actual costs of managing your files. There are many other costs incurred as a result from storing in self-store facilities. These hidden costs include the capital cost of purchasing racking, staff time delivering and collecting files, the cost of poor inventory control and losing files, the reluctance to organise the destruction of files all add costs.

Document and data centres like Topwood have bespoke barcode tracking systems to ensure your documents and files can be instantly located. Topwood take complete responsibilty by managing the entire process for ensuring your staff have the exact information when and where they need it.

Data centres like Topwood offer a fully integrated service for the indexing, collection, storage, retrieval and final destruction of files, documents and data. The entire service can be managed by the customer through our online portal allowing your staff to concentrate of revenue earning activities.

 

 

4. Destroy obsolete files

Self-storage facilities provide limited help for planning for the destruction of obsolete records. Topwood's controls proactively assist compliance managers with retention scheduling ensuring the systematic destruction of obsolete files. This keeps you compliant with data protection regulations and keeps your costs down.

Keeping obsolete data is actaully a breach of the Data Protection Act 1998 (soon to called The Data Protection Act 2018).

 

 

5. Management of files online

Many business managers have adopted lean process practices to improve business efficiencies by taking costs out of backroom office functions - such as file storage and moving towards a paperless filing system. Self-storage has little interest in helping with such transitions.

Topwood has a range of key steps to acheiving full Electronic Document Management. One method to achieve this would be to convert paper files to electronic versions when they need to be retreived from storage, through a scan-on-demand service. Electronic Document Management also provides a full list of inventory being stored through our barcoding and indexing system, creating full transparency of records being stored, again reinforcing compliance with the new Data Protection Act 2018.

  

Downloads wigmaseb 2015-05-26 16:20:00
Sustainable environment and secure shredding https://www.topwoodltd.co.uk/environmental-sustainability/sustainable-environment-and-secure-shredding
By choosing to work with a professional document destruction provider, organisations can improve their environmental records since high-quality providers include recycling in their services.
Click the icon to download our PDF
By choosing to work with a professional document destruction provider, organisations can improve their environmental records since high-quality providers include recycling in their services. Our PDF download outlines Topwood's tree planting scheme, our commitment to data protection, and our recycling process.
Downloads wigmaseb 2015-05-26 16:03:00
Recycling process and secure shredding https://www.topwoodltd.co.uk/environmental-sustainability/recycling-process-and-secure-shredding
Download our info-graphic on Topwood's Recycling Process. From paper in your office, to the shredder, then the recycling plant, we describe our recycling process in this easy to read poster.

Click the icon to download our PDF

From paper in your office, to the shredder, then the recycling plant, we describe our recycling process in this easy to read poster.

Each year, regular Topwood customers receive a certificate detailing the number of trees saved and the number of new trees planted.
•Confidential documents are dropped into a secure, locked console.
•On a scheduled basis, consoles are emptied and all confidential documents are destroyed.
•A certificate of destruction is issued to each customer.
•Shredded paper is transported to a paper mill for recycling.
•Pulp is made as the fibres of the shredded paper are separated
•The pulp is put through a screening process that filters out impurities and prepares it for the removal of printer inks.
•The newly recycled pulp is mixed with fresh pulp to manufacture new paper products
Downloads wigmaseb 2015-05-26 16:00:00
Why use lockable shredding containers? https://www.topwoodltd.co.uk/products-and-services/why-use-lockable-shredding-containers

Locked shredding containers sited around the workplace ensure confidential documents can be easily and safely deposited denying opportunists their chance. Read on to find out more.

Secure confidential waste bins are generally wheelie bins (with locking lids) or lockable wooden cabinets constructed so documents cannot be removed once deposited. A professional shredding company will supply lockable shredding containers together with a mobile on-site shredding service. This combination provides a totally secure chain of custody as handling is kept to a minimum with no chance of sensitive material being viewed.

The use of shredding containers do not suffer the inherent problems associated with destroying documents in-house. Using office shredders which are known to be inefficient and prone to breakdown means frustrated users dispose of confidential documents through unsecured waste streams providing opportunists their chance. Shredding containers have no mechanical parts and a professional shredding firm will ensure optimal use.

 
 
detailing how your shredding is dealt
with using our secure consoles.
 

Topwood provides secure shredding containers free of charge as part of its regular shredding service. It’s also environmentally friendly - all shredded paper is recycled and since 2012 we have planted over 900 oak trees with a target to plant another 2000 by 2018.

 
” Fab service – the shred truck was here just under an hour and shredded over 70 archives boxes. There was no noise and our office just functioned as normal. The guys were really professional and friendly too. It is great to think all those papers were on their way to be recycled as soon as the truck left!””

Hilary Mellor - Afford Bond Accountants, Nantwich

Free No Obligation Quote

Please call Free on 0800 781 1066 or email [email protected] - you might be surprised at how cost effective our services are!

 
 

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FAQ: What are the dimensions of your office consoles?

 

 
 
Downloads wigmaseb 2015-05-26 15:41:00
How do I implement a clear desk policy? https://www.topwoodltd.co.uk/best-practice/how-do-I-implement-a-clear-desk-policy
Operating a clear desk policy has several benefits. It is a good way to reduce the risk of a document security breach and also encourages better workflow and productivity.

Click on the icon to download our PDF

To communicate a clear desk policy we suggest staff use the three Ps:
PREPARE - keep the things you actively need for each day on your desk and plan what files and papers you need for the day. Ensure that all others are filed away in a secured unit.
PROTECT - when you leave your desk for meetings or for breaks take time for a quick check to see if there is sensitive information on your desk and file it or remove from your desk. It also makes sense to clear your screens and activate a password protected screen saver.
PICKUP - at the end of the day clear your desk of documents to protect your business and that of your clients. It is vital to file documents and lock away if necessary.
Remember: Drawers should be locked when not in use and keys stowed away securely. Keys for cabinets, store rooms and cupboards containing sensitive information should be tagged with identifiers that give not indication of the contents (i.e. 'Cabinet 1' rather than 'high-risk offenders').
It is important staff know not to dispose of commercial paperwork in the general waste which is an unsecured waste-stream. The safest and most sustainable method to ensure the protection of confidential information is to place unwanted documents into a secure Topwood console before you leave for the day.

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Why a shred-all policy makes sense

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Why are office shredders risky?

Downloads wigmaseb 2015-05-21 16:46:00
Why a shred-all policy makes sense https://www.topwoodltd.co.uk/best-practice/why-a-shred-all-policy-makes-sense
A shred-all policy simplifies document disposal for everyone as employees no longer need to determine what is or is not confidential. It is a simple policy but when operated with other measures has a huge impact.

Click on the icon to download our PDF

Our PDF guide has some helpful hints to adopting a shred-all policy.
It is a fact that 40% of data breaches occur within businesses due to human error.
Documents should be protected from the point they are created until the time they are no longer needed. Your workplace is full of confidential paperwork that could cause a threat you your employees, your customers or your business reputation.

Benefits of a shred all policy:
  • Strengthens information security and confidentiality
  • Simplifies document disposal for everyone
  • Employees no longer need to decide what information is or it not confidential
  • Reduces the risk of information breaches
  • Improves compliance and privacy rules and regulations

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Why are office shredders risky?

Downloads wigmaseb 2015-05-21 16:44:00
How off-site archive storage will lower your costs https://www.topwoodltd.co.uk/lowering-the-costs/how-offsite-archive-storage-will-lower-your-costs
Off-site file storage companies are generally based where land values are lower compared to offices locations. In addtion to lower costs, off-site archiving will free up valuable space and staff time for more productive activities.

Click the icon to download our PDF on how we can lower
your costs and improve your efficiency
 
We have highlighted what you can expect from outsourcing to a trusted archive specialist like Topwood.

Time is money:

Remarkable as it seems...it takes a member of office staff an average of 120 minutes a week to manage and fetch files from self-storage. At £15 per hour that is a massive £1560 a year.

No longterm contract required:

Your valuable company records could not be safer in a purpose built secure storage facility. You can use Topwood’s facilities without signing any longterm contract. With no long term commitment, you can leave if you are not happy.

Cheaper than self-storage:

Self-storage units are often regarded as an effective and low cost solution for archive storage. But in comparison to storing with Topwood they are neither of these. With Topwood you only pay for the space that your files and boxes occupy giving you great flexibility.

An average cost for self-storage space (including rent, racking, and service charges) is circa £25 per square foot. This means that space for a 4 drawer filing cabinet costs £75 per year. Topwood can store the contents of that filing cabinet and deliver them back when needed for less than £25 per year.

Rapid response!

Our average response time for urgent delivery is under 2 hours from order to retrieval. We know how important these urgent requests are so we get them there without delay.

Where we operate:

We operate in the areas of North West England, North Wales and West Midlands. We can help save you money through a highly competitive, super reliable service that delivers added value to your business.

 

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Downloads wigmaseb 2015-05-21 15:53:00
What is the Data Protection Act? https://www.topwoodltd.co.uk/legislation-and-compliance/what-is-the-data-protection-act

Any organisation that retains personal data is a Data Controller and is bound by the terms of the Data Protection Act 1998 (DPA) - soon to be replaced by the Data Protection Act 2018 (GDPR). This legislation sets out in 7 principles how data can be fairly and lawfuly used.

 
Principle 7 of the DPA clearly states that Data Controllers who subcontract the handling of their data to a third party (a data processor) remain liable at all times for the security of their data. To protect themselves, data controllers must undertake due diligence so they are assured that their processors fulfill the requirements and controls necessary to protect against a data security breach.
 
 
Click the icon to download our Legislative Summary PDF
 
 
Point of Law - Data Controllers can not subcontract their responsibilities for the safe management of their data.
 
Every data controller who subcontracts the destruction of data should audit their shredding supplier's procedures and controls. This due diligence should check, as a bare minimum, that the shredding contractor:
 
1. Is registered with the ICO
2. Complies, as a minimum, with shredding standard EN15713
3. Only engages staff that are security vetted and trained to BS7858
4. Has fully incorporated 2. and 3. into the scope of its ISO27001 accreditation
5. Is independently audited to operate to safe working practices eg ISO18001 or the SafeContractor Scheme
6. Complies with all EA legislation regarding Waste Carriers Licence
7. Ensures The Waste Hierarchy Regulations are adhered to
8. Operates a Corporate Social Responsibility Policy, and;
9. Provides Certificate of Destruction for every batch destroyed.
 
If any of the above can not be satisfied a full review should be conducted immediately. If you are interested in getting some more information about improving your data security, live chat now and we will be happy to discuss this with you.
 

Free No Obligation Quote

Please call Free on 0800 781 1066 or email [email protected] - you might be surprised at how cost effective our services are!

 
 

Legislative Summary: The Data Protection Act 1998

 
Who must adhere to the regulations?
 
Any organisation, business or person who processes personal data – referred to under the DPA as a ‘data controller’.
 
They must be:
  • Registered with the ICO
  • With a branch/ office in the UK, but that are registered elsewhere
  • Whilst not based in the UK, store their equipment (i.e. servers) used for processing personal data in the UK (except for purposes of transit)
 
How to comply:
 
The DPA states that, at all times, personal data should be processed fairly and lawfully.
  • Only collect information that you need for a specific purpose 
  • Keep it secure 
  • Ensure it is relevant and up to date 
  • Only hold as much as you need, and only for as long as you need it 
  • Allow the subject of the information to see it on request
 
Recommended security management and information controls:
  • Use passwords to restrict access
  • Train staff on data protection principles
  • Ensure facilities are secure
  • Properly dispose of printed material
  • When using third party “data processors”:
  • Establish a written contract outlining what can be done with the personal data and how it will be protected Ensure the level of protection is sufficient to meet your organisation’s compliance with the DPA
  • Take reasonable steps to monitor the security measures are effective.

 

What the law covers:

Eight principles governing the:

  • Protection of the processing and use of personal data against unauthorised or unlawful use, accidental loss, destruction or damage
  • Rules on the processing of personal data including obtaining, recording, holding, organising, adapting, altering, using, disclosing and destroying it.

What is “Personal Data”?

Information that allows the identification of a living individual- i.e. name, date of birth, address, national insurance number, etc.

DPA and information management:

  • The DPA requires that appropriate technical and organisational measures be taken to prevent:It is critical to note that even if organisations use third party “data processors” to conduct any part of the processing on their behalf, including destruction, the organisation remains responsible for the protection of the personal data not the third party.
  • Unauthorised or unlawful processing of personal data
  • Accidental loss, destruction or damage to personal data

 

Waste Hierarchy Legislation The Waste (England and Wales) Regulations 2011 (UK)

Offences/ penalties for non-compliance:

For a serious breach of the DPA, the ICO can issue: 

  • Monetary penalty notice of up to £500,000 
  • An Undertaking – a published enforcement notice requiring the organisation to commit to a particular course of action to improve its compliance.

A serious breach, deliberate or negligent, is determined based on the volume of personal data and level of sensitivity.

Other criminal offences: 

  • Processing personal data without being registered as a data controller with the ICO 
  • Failure to notify the ICO of changes to the data controller’s details 
  • Failure to notify the ICO of changes in the processing of data.

Under section 55, the unauthorised and wilful, or negligent, act of: 

  • Obtaining or disclosing personal data or the information contained in personal data 
  • Procuring the disclosure to another person of the information contained in personal data.

Penalties:

  • Summary of conviction: fine of up to £5,000
  • Convicted on indictment: unlimited fine

 

The ICO is also seeking prison sentences to further deter unlawful use of personal data.

Secure document retention and disposal guidelines:

The DPA requires data controllers to securely destroy personal data. However, the requirement must take into account other legislations that govern the rules for document retention prior to its secure disposal, and the penalties for noncompliance.

Regulatory document retention periods are in place for: 

  • Employment and PAYE records 
  • VAT records 
  • Corporation tax records 
  • Business taxpayers self-assessment returns 
  • Transaction records and formal company documents (Companies Act 2006)

Recommended inclusions for a document retention policy: 

  • A statement of purpose
  • Categories of documents and how long they should be kept
  • Definition of “document” and the format and length of time in which it is to be retained (electronic or hard copy)
  • Guidance on creation of documents
  • Members of staff designated to deal with the document management system
  • Methods of document destruction, including those carried out by third parties
  • How to keep an accurate record of documents destroyed

 

How Topwood can help?

  • Secure Document Shredding and Media Destruction
  • Secure end-to-end chain of custody
  • Certificate of destruction after every service
  • Tailored solutions to your organisations need
  • Advice and Expertise
  • Trained experts in information security
  • Provide a Data Security Survey at your organisation

Protecting your confidential business information with Topwood is safe, convenient and cost-effective. It’s also environmentally friendly - all shredded paper and hard drives are recycled.

It is important to bear in mind that the Data Protection Bill was published in Parliament (14.09.17) by Digital Minister Matt Hancock. The EU's GDPR are fully incorporated into UK law under what will be known as the Data Protection Act 2018 - due to come into effect in May-18.

 

 

Is Topwood GDPR Compliant?

The following self-assessment is based on the ICO's checklist for data processors. A positive response demonstrates that Topwood is compliant with the requirements of GDPR.

 

SECTION 1 Documentation

1.1 Information Topwood holds. Has Topwood conducted an information audit to map data flows and does Topwood document the personal data it holds, where it came from and who it is shared with?

Answer: Yes

 

SECTION 2 Accountability and governance

2.1 Accountability. Has Topwood an appropriate data protection policy?

Answer: Yes

2.2 Data Protection Officer (DPO). Has Topwood nominated a data protection officer?

Answer: Yes

2.3 Management responsibility. Do the Directors at Topwood demonstrate support for data protection legislation and promote a positive culture of data protection compliance?

Answer: Yes

2.4 Information risks and data protection impact assessments. Does Topwood manage information risks in structured way so that management understands the business impact of personal data related risks and manages them effectively?

Answer: Yes

2.5 Data protection by design. Has Topwood the appropriate technical and organisational measures to show data protection is integrated with data processing activities

Answer: Yes

2.6 Training and awareness. Has Topwood provided data protection awareness training for all staff?

Answer: Yes

2.7 Data processing contract. Does Topwood only process data on the documented instructions of a data controller and there is a written contract setting out the respective responsibilities and liabilities of the controller and Topwood?

Answer: Yes

2.8 The use of sub-processors. Does Topwood seek the prior written authorisation from the controller before engaging the services of a sub-processor, and there is a contract in place.

Answer: Yes

2.9 Operational base - Topwood only operates within the EU.

2.10 Breach notification - Has Topwood the effective processes to identify and report any personal data breaches to its controllers?

Answer: Yes

 

SECTION 3 Individuals rights

3.1 Right of access. Does Topwood have a process to respond to a controller's request for information (following and individuals' request to access their personal data)?

Answer: Yes

3.2 Right to rectification and data quality. Does Topwood have the processes to ensure that the personal data held is accurate and up to date?

Answer: Yes

3.3 Right to erasure, including retention and disposal. Does Topwood have a process to routinely and securely dispose of personal data that is no longer required, in line with agreed timescales as stated in the your contract with the controller?

Answer: Yes

3.4 Right to restrict processing. Does Topwood have controls to respond to data controllers' request to supress the processing of personal data?

Answer: Yes

3.5 Right to data portability. Does Topwood have the capability to respond to a request from a controller to supply the personal data your process and in an electronic format>

Answer: Yes

 

SECTION 4 Data security

4.1 Security policy. Does your information security policy supported by appropriate security measures?

Answer: Yes

 

 

 

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Downloads wigmaseb 2015-05-20 16:55:00
How to protect your business against fraud https://www.topwoodltd.co.uk/data-and-e-media-security/how-to-protect-your-business-against-fraud
News reports regularly feature information breaches. The number of breaches rises year on year and over £1mn in financial penalties have been handed out by the ICO during 2014.

How to protect your business from data breaches

Click the icon to download our PDF

News reports regularly feature information breaches. In fact, the number of breaches and associated damages – in monetary penalties, and to customers and business reputations continues to rise year on year. Over £1 million in financial penalties have been handed out by the ICO during 2014.
A simple approach is a five step process:
  • Take stock

Establish what types of confidential information your business holds and identify potential security risks.
  • Scale down

Keep only the information you need for your business. The DPA specifically dictates that personal information should be only gathered and used for legitimate purposes and should not be kept beyond its useful life.
  • Secure it

Make sure information you held is kept secure at all stages of its life, whether in electronic or hard copy. This includes access controls to files and proper encryption of electronic media
  • Plan ahead

Create a plan in the event a security breach does happen. The ICO provides specific guidance on its website www.ico.gov.uk
  • Destroy

The ICO recommends shredding paper documents when no longer needed. Make sure you use a secure and documented shredding process conducted by security experts.
Protecting your business information with Topwood is safe, convenient and costs effective. It is also eco-friendly - all shredded paper and hard drives are recycled.

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Is your business at risk?

Downloads wigmaseb 2015-05-16 17:12:00
Office Shredders Could Cost More than you Think https://www.topwoodltd.co.uk/lowering-the-costs/office-shredders-could-cost-more-than-you-think
The purchase of an office shredder is not the only cost to consider. Many organisations fail to consider the total costs of using office shredders (or the costs when they fail to work)!

Click to download our PDF

The obvious costs of using office shredders is staff time, maintenance costs and labour.
Whilst office shredders are sold as industrial they cannot cope with more than a few sheets per pass. Removing staples and other fixings takes up valuable staff time. Lack of time provides staff an excuse for confidential papers not to be shredded. In addition, office shredders easily jam or burn out as frustrated staff push too much in at a time. Repairing and maintaining them all takes time and can cause a backlog of un-shredded documents.
All the costs can be removed by switching to a regular shredding service from a professional shredding firm.

Using office shredders can be risky

Office shredders do not make commercial sense and could actually put your business at risk…why?
Office shredders are: 
  • Slow for shredding large volumes for papers and files
  • Liable to jam or burn out
  • Unable to cope with files that are not stripped down 
  • A health and safety minefield
  • Maintenance needy for servicing and safety checks (they are subject to PAT testing) 
  • Out of action when full so papers are left unsecured
  • Valuable staff time spent shredding paperwork is not generating you revenue
  • Slow so shredding is delegated to office juniors is risky 
  • Deter employees from destroying documents
  • The true cost of shredding is estimated at £1.55 per kg when all the costs are totalled
  • The worst threat to your business, staff or customers is a data security breach 
  • Documents are left unsecure around the workplace when shredders jam, are full or staff have not time to shred
A professional shredding service will save you money and protect your business in 3 steps:
1) Simply place documents into secure locked consoles conveniently sited in your office
  • Unwanted files can be instantly and safely deposited 
  • No need to remove staples or strip files 
  • The consoles 100% maintenance free
2) On the scheduled shred day our trained and security vetted staff empty the consoles
  • Flexibility ensures consoles are available for use 
  • You remove the risk of staff manual handling injuries 
  • Cross cut shredding ensures total destruction
3) The contents are shredded onsite in a shred truck while you watch
  • A regular shredding service lowers total costs £0.38/kg 
  • All shredded paper is taken away for recycling 
  • You download a Certificate of Destruction

Office shredder vs Industrial shredder time comparison

Office Shredder Cost Comparison

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How off-site archive storage will lower your costs

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Why are office shredders risky?

Why a shred-all policy makes sense

Downloads wigmaseb 2015-05-11 15:57:00
How secure is shredding & recycling paper? https://www.topwoodltd.co.uk/products-and-services/how-secure-is-shredding-recycling-paper
Shredding paper is the most secure and sustainable way to dispose of documents and paperwork. Read on to find our PDF download and video.

Click to download our PDF
Shredding is the most secure and convenient way to dispose of documents and files and there are different levels of shredder security determined by the size and shape of the shreds they produce.
Strip-cut shredding is the least secure as rotating knives cut strips as long as the original sheet of paper. Strip cuts are the easiest to reconstruct by a determined and patient investigator as the product (the destroyed information) is the least randomised compared to cross cut shredding. Cross cut shredders use two contra-rotating drums to cut paper. The second drum cuts across the strips coming out of the primary drum.
The level of security required when disposing of confidential papers should be determined by the industry sector guidelines or corporate policies. There are numerous standards to measure the security levels of paper shredding.

In the UK there are two scales to measure the level of security shredding.

1. DIN 66399. uses "P" scales to determine the level of shredding:
Level P-1 : 12mm wide strips of any length
Level P-7 : 5mm sq particles.
P-7 is a powder achieved by disintegration. It is specified for the destruction of electronic media including CDs, DVDs and hard drives as well as other product destruction including credit cards and uniforms among other products.
The UK's CPNI (Centre for Protection National Infrastructure) govern the destruction of government information and it specifies security shredding up to level P-4 (160mm sq particles).
2. The other widely used standard is EN15713 which is adopted by the British Security Industry Association (BSIA).
The lowest shred level is level 1 with a permitted shred size under is 5000sq mm with level 6 having a maximum permitted shred size of 320mm sq.
The highest security level for paper shredding specified in EN15713 is level 6, and that is the equivalent to DIN 663399 level P-3.
Can shredded documents be un-shredded?
Documents destroyed to lower security levels, such as with an office shredder, may technically be reconstructed. At higher levels, it is practically impossible. A shred truck remains locked until full at which point it has over a 10 billion pieces of randomly cut fragments which are all mixed together. The paper is baled, pulped and recycled within hours or days.
In summary the answer to the question is... shredding paper is the safest way to dispose of confidential papers. The level of security required is determined by industry sector guidance. The measure of security or shred size is governed by two principle standards DN66399 and EN15713.
This article has answered the question: How secure is shredding paper? in a technical manner relying on cutting specification of the paper shredder used.
If considering a shredding service it is vital to consider how secure the chain of custody is in the destruction process - for example:
  • Are the sensitive documents secured prior to shredding - are they stored in locked shredding containers?
  • If the documents are shredded off-site can they be viewed by unauthorised persons prior to shredding?
  • Who handles the confidential waste? Are these personnel security vetted?

View our short video...

Downloads wigmaseb 2015-05-11 15:47:00
A three-step guide on how to choose a professional document shredding firm https://www.topwoodltd.co.uk/making-the-best-choice/a-three-step-guide-on-how-to-choose-a-professional-document-shredding-firm
Here is feedback from customers who have switched from a national firm to Topwood. We aim to demonstrate that the service from a local shredding company betters the 'one-size-fits-all' service from national waste management companies.
With an increased awareness of corporate fraud, there has been an explosion in the number of firms offering shredding services. A decade ago there were only a few national firms to choose from. Now there are some first class independent shredding companies that can offer tailored shredding services.

Here are 3 steps to consider when reviewing or selecting your shredding partner:
1. Determine the type of service - for example on-site or off-site.
2. Identity companies that meet the service your require and evaluate their credentials; and,
3. Ensure you have a written agreement stating the arrangement.

Failure to engage a professional shredding partner could put your reputation at risk.
For more details download our free guide:

Related Articles:

Legislation and Compliance

How secure is shredding & recycling paper?

Downloads wigmaseb 2015-04-05 16:22:00
Why are office shredders risky? https://www.topwoodltd.co.uk/managing-the-risk/why-are-office-shredders-risky

There are hidden reasons such as cost, time and health and safety issues, why the use of office shredders in your workplace could actually put your business at risk.

Click to download our PDF
 
Some organisations think an office shredder is a small price to pay for ensuring the secure destruction of confidential papers. Apart from the initial purchase, little thought is given to the total working costs of shredders.
 
Whilst they are sold as industrial shredders they can only cope with a few sheets per pass and staff spend hours breaking down files. In the end staff are unwilling to use them and show delight when they are jammed or out of service. That is when sensitive papers start to accumulate around your work place and they start to pose a security risk. In addition, they start taking up valuable space and time.
 
A professional shredding firm can supply lockable container so you can efficiently dispose of confidential safe in the knowledge that they will be destroyed.

 

 
Using office shredders can be risky
Office shredders do not make commercial sense and could actually put your business at risk…why?
 
Office shredders are: 
  • Slow 
  • Easy to jam 
  • Unable to cope with files 
  • Health and safety headache 
  • Maintenance needy  (servicing, PAT testing)
  • Out of action when full
  • Valuable staff time spent shredding paperwork is not generating you revenue
  • Delegation to juniors is risky as it gives them access to sensitive papers
  • Slow or out-of-service shredders actually deter employees from destroying documents
  • Shredding with office shredders is around £1.55 per kg when ALL costs are factored in
  • The worst threat to your business, staff or customers is a data security breach
  • Documents are left unsecure around the workplace when shredders jam, are full or staff have not time to shred
A professional shredding service will save you money and protect your business in 3 steps:
 
1) Users simply deposit documents into locked consoles conveniently sited around the workplace
  • Unwanted files are instantly disposed of and not left waiting to be shredded
  • There is no need to remove staples or strip down files
  • The consoles are 100% maintenance free and holding up to 45kg of papers.
2) On the scheduled shred day our trained and security vetted staff empty the consoles
  • There is no handling of shredded paper bags
  • You remove the risk of staff manual handling injuries
  • Cross cut shredding ensures total destruction
3) The contents are shredded onsite in a shred truck while you watch
  • A regular shredding service lowers total costs £0.38/kg
  • All shredded paper is taken away for recycling
  • You receive a Certificate of Destruction

 

 

Office shredder vs Industrial shredder time comparison

 

 

 

Office Shredder Cost Comparison

 

 

 

 

 

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Why shred size does matter

Downloads wigmaseb 2015-04-03 13:06:00
How secure is your paper recycling process? https://www.topwoodltd.co.uk/managing-the-risk/how-secure-is-your-paper-recycling-process

There are many security gaps in traditional paper recycling that may result in data breaches, potentially putting your business reputation at risk. Find out where gaps in your recycling process may exist.

Click to download our PDF
Traditional office paper recycling schemes and in house collections start with users placing unwanted papers and files into waste paper collection bins. These bins are typically tipped into plastic bags by cleaning staff who put the bags into communal waste areas before they are finally taken to waste areas. Days or even weeks later the sacks are finally loaded into a bin truck or van and taken a recycling plant. Papers and files are sorted, graded and finally baled up before they are taken to the paper recycling mill. Eventually the papers are pulped and any sensitive information is lost.
This type of scheme is full of hazards. Unwanted papers and documents contain all sorts of information that can be used by criminals that will put your staff and business at risk. Collection bins in this type of recycling are unsecured and prying eyes can removed information from unsecured bins and polythene sacks. At all stages of the process personnel handling the information are not vetted and may be unreliable. At all stages in the process the information could be exposed.
Compare this with Topwood's secure chain of custody. From the moment papers are no longer required users deposit them into locked containers and bins until they are collected by our security vetted staff. Once collected they are taken direct to a shred truck where they are destroyed before any one has a chance to come into contact with them. Tiny fragments fragments of cross cut paper are all mixed together until the shred truck is full. A full truck can contain over 750 million shreds before it is opened at the recycling plant.
Using a traditional paper recycling process or an in-house collections may be unsecure and could put your staff and organisation at risk. To see more details click the image to download our infographic.

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Why are office shredders risky?

The security gaps lurking in your college

Why shred size does matter

Downloads wigmaseb 2015-04-01 14:46:00
Waste hierarchy legislation explained https://www.topwoodltd.co.uk/legislation-and-compliance/waste-hierarchy-legislation-explained

The law requires any business that handles waste to comply with EU Waste Directive 2008/98/EC. The waste hierarchy sets out the priorities for handling waste according to its environmental impact.

Click the icon to download our PDF
 
Under the rules, prevention is the preferred option but given that documentation is a necessary function of business this is not possible. Government guidance acknowledges that re-use of documents is not possible as it would compromise confidentiality and data controllers would fall foul of data protection and privacy legislation. That means the preferred option for shredded paper is to be recycled into paper products.
 
 
The obligations imposed by the waste hierarchy should form part of the regulatory compliance section in a secure document disposal policy.
 
 
As a registered waste carrier, Topwood will provide you with all the necessary waste transfer notes which state we comply with the waste hierarchy. We have a 100% recycling rate and our secure destruction process will keep you the right side of the law.
 
 
To download our handy guide click the image above...
 
 
 
Legislative Summary: Waste Hierarchy Legislation The Waste (England and Wales) Regulations 2011 (UK)
 
What the law covers: 
  • Rules to comply with The Revised EU Waste Framework Directive (2008/98/EC), which sets out five steps for dealing with waste (i.e. the Waste Hierarchy) 
  • New requirements for dry recyclable materials – waste paper, metal, plastic and glass- to be collected separately from other waste as of 1 January 2015
  • Provisions to facilitate or improve the recovery of waste where it is technically, environmentally and economically practicable
 
What is the Waste Hierarchy?
  • A five step approach (in order of preference) to dealing with waste, according to its environmental impact.
  • Prevention - use less material in design/ manufacture of a product, such as less packaging.
  • Preparing for re-use - checking/ refurbishing used equipment or parts for direct re-use.
  • Recycling – turning waste into a new material or product. Other Recovery - using waste in a productive way, such as in anaerobic digestion and energy from waste plants.
  • Disposal - landfill or incineration without energy recovery
 
Who must adhere to the regulations?
 
Any business that imports, produces, collects, transports, recovers or disposes of waste, or has control of waste as a dealer or broker.
 
 
How Waste Hierarchy applies to information management? 
  • Businesses must demonstrate that their waste retention and destruction procedures are sufficient and comply with Waste Hierarchy duties. 
  • In relation to paper and card, government guidance states that “published studies indicate that recycling is preferable to other waste management options with respect to greenhouse gas emissions, resource depletion, acidification, ozone creation, and water savings”. 
  • This guidance also indicates that there are no re-use activities for shredded paper and card products so recycling is the next best option.
 
As well as complying with this legislation, businesses must also adhere to other important regulations during the appropriate course of confidential waste disposal- most notably, the Data Protection Act which protects personal data against unauthorised disclosure.
 
 
How to comply:
  • When you transfer waste, take all reasonable measures available to apply the Waste Hierarchy (i.e. prevent waste where you can, re-use things as the next preference, recycle if you cannot re-use, etc.) 
  • Ensure applicable waste transfer notes contain confirmation of compliance
 
 
Offences/ penalties for non-compliance:
Charged with improving the environment and promoting sustainable development, the Environment Agency (EA) can implement the following for non-compliance: 
  • Enforcement or prohibition notices Suspension or revocation of environmental permits and licences 
  • Criminal and civil sanctions
The new powers given to the regulator in 2011 now permit the Environment Agency to also fine businesses up to £250,000 for serious offences.
 
 
Recommended inclusions for a secure document management/ disposal policy:
  • Obligations regarding regulatory compliance, e.g. Data Protection Act, Waste Hierarchy, etc.
  • Categories of documents, format (electronic or hard copy) and how long they should be kept.
  • Methods of secure storage and retrieval.
  • Members of staff designated to deal with the document management system.
  • Methods of document destruction, including those carried out by third parties.
  • Requirements when contracting a third party supplier, e.g. registration with the EA, etc.
  • Procedures for completing and retaining waste transfer notes.
  • How to keep an accurate record of documents destroyed that provide proof of compliance.
 
 
How Topwood can help:
 
 
Topwood is registered with the Environment Agency as a waste carrier, and will provide you with the necessary waste transfer notes.
Topwood provides solutions tailored to your needs that will:
  • Contribute to an effective waste management strategy in compliance with Waste Hierarchy regulations.
  • Protect you and your customers’ confidential information.
Our secure destruction of paper and card products ensures that any personal data can no longer be accessed before it then enters the designated recycling stream. 
  • Secure end-to-end chain of custody 
  • Certificate of Destruction after every service 
  • Helpful resources available at topwoodltd.co.uk/resourcecentre/downloads/
 

Related Articles:

Guide to Waste Disposal Note legislation

FAQ: Why do I need a Certificate of Destruction for shredding?

FAQ: What is the Chain of Custody Process?

Topwood Compliance

 

 
Downloads wigmaseb 2015-03-10 16:58:00
Are there security gaps lurking in your college https://www.topwoodltd.co.uk/managing-the-risk/the-security-gaps-lurking-in-your-college

The General Data Protection Regulation (GDPR) will apply in the UK from 25 May 2018. The GDPR places more liability on data controllers to ensure appropriate security of their data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. Article 5(2) requires that “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

 

Like all organisations, schools, colleges and universities are responsible for complying with changes to the Data Protection Act with the introduction of GDPR. Schools and colleges can be fined up to £500k for breaching the Data Protection Act. In addition to increased penalties for data breaches, schools also need to be able to react to Subject Access Requests from their students – if a student requests to have access to the information that is held about them, like all organisations, schools must be able to respond to this request as individuals now have ‘the right to be forgotten’.

One way in which organisation can increase their responsiveness to their customers is to implement an information management system whereby all data is mapped out, indexed, catalogued and stored via a web portal which schools can access and manage online.

 

Topwood’s dedicated document storage would provide:

  • Barcoding, indexing, cataloguing (by contents and destroy dates) and categorising (by cost centre or department for example) for boxes/files
  •  Transfer the boxes to secure storage to BS5454.
  • Provide an inventory of all the stored material via secure web portal which will allow users to manage on-line.
  • Pick and deliver, either deliver same-day, next day or scan for users to download electronically.
 
 
 
document storage
 
 
 
 
The holidays are when business managers in schools and colleges need to be aware of the heightened risk of a data breach. Reduced staff cover, increased home working, a more relaxed atmosphere on-site and the increased use of maintenance contractors coming into contact with confidential information are all likely to increase the risks of a data breach.
 
A data security risk assessment in schools would be considered due diligence that preventative measures were in place. 
 
Assess your own security in your college with our information security risk assessment - click the icon below:
 
Click to download the self assessment

 

 

 

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Why are office shredders risky?

How secure is your paper recycling process?

Why shred size does matter

 

 

Downloads wigmaseb 2015-03-06 14:50:00
Why shred size does matter https://www.topwoodltd.co.uk/managing-the-risk/why-shred-size-does-matter

Choose a shred size that suits. Topwood Shredding offers a choice of shred sizes depending on your industry'€s requirements. We have a standard shred size and a high-security shred size.

 

Click to download our PDF

 


Topwood Shredding offers a choice of shred size depending on your industry's requirements. How do you know what shred size you need?

For our guide on shred size click our Thumbnail above or to download a copy of the shredding standard EN15713 click here.
 
A standard shred size is suitable for most commercially sensitive documents. However, regulations and corporate governance can stipulate higher security levels. When destroying restricted or classified documents a smaller shred size can be specified.
 
For example, the UK Government's CPNI standard covers the destruction of sensitive documents on behalf of government departments like the Ministry of Justice and it states documents must be cross cut.
 
Our destruction process uses state of the art shredders that completely destroy unwanted documents. In the UK the most referred to shredding standard is EN15713 but other standards for measuring shred size are used. For example the DIN Classification 66399 classifies shred sizes from P1 (largest) to P7 and is used in the specifications of office shredders.
 
Unlike most shredding companies we have shred trucks that will cross cut documents for maximum security.
 
The BSIA (British Security Industry Association) promotes the shredding standard EN15713 which defines various shred sizes. A less used but very important standard is DIN 66399.
 
EN15713 security level security level 4 (DIN Level P-1)
For most commercially sensitive documents security level 4 as defined in EN15714 is acceptable. Using the DIN standard this is classed as level DIN P-1. Unlike most shredding companies we have shredders that will cross cut documents for maximum security. The smaller shred size in EN15713 is security level 6 (approx the size of a push pin head) and is defined as 160mm sq (DIN P-4).
 
EN15713 security level security level 6 (DIN level P-4)
The smallest and most secure shred size in EN15713 is level 6 (average shred size is about the size of the head a push pin). Topwood have high security shredders that will cross cut documents to approx. 160mm sq.
 
Whatever the shred size all the paper is mixed in the back of a shred truck which can contain over 750mn shreds which makes it impossible to reconstruct documents.
 
In addition to the shred size all the millions of tiny paper pieces are mixed in the back of the shred truck making impossible to reconstruct documents.
 
Topwood operates its document and data shredding services to information security standard ISO 27001. This standard incorporates EN15713 so you can be 100% confident that our service is safe. Call us and we can help safely dispose of your confidential documents.

 

 

 

 

Related Articles:

Why are office shredders risky?

How secure is your paper recycling process?

The security gaps lurking in your college

 

 

Downloads wigmaseb 2015-02-04 14:54:00
Environmental benefits of shredding and recycling https://www.topwoodltd.co.uk/environmental-sustainability/environmental-benefits-of-shredding-and-recycling
Not only are we specialists in the secure destruction of confidential information but 100% of what we shred is recycled and is good for the environment.

Click on the icon to download our PDF

What are the environmental benefits to recycling paper?


Here are some facts and figures about the environmental benefits to recycling paper in the UK

• We use paper every day and as a nation 12.5 million tonnes is used each year.
• 12.5 million tonnes of paper and cardboard are used annually in the UK.
• The average person in the UK gets through 38kg of newspapers per year.
• It takes 24 trees to make 1 ton of newspaper.
Each tonne of paper recycled saves:
  1. 7 trees
  2. 7000 litres of water; and,
  3. 4,200 kwh of energy
For every 2 tonnes of paper we recycle, we plant 1 tree at our plant site in Cheshire

Related Articles:

Recycling process and secure shredding

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Downloads wigmaseb 2015-01-04 16:06:00
Archive Boxes - securing your files https://www.topwoodltd.co.uk/products-and-services/archive-boxes-securing-your-files

Confidential files need careful handling. Topwood archive boxes are designed to protect your documents, keeping them safe and secure. If you need to order some archive boxes please get in touch.

Click to download our PDF

Confidential files need careful handling. Topwood boxes are designed to protect your documents by keeping them safe and secure.
There is a huge choice when purchasing archive boxes. Not all boxes are the same and so we have a checklist to make sure you are can see how quality boxes can actually be cheaper when their total life cost is considered.
There are three principle factors to consider when selecting archive boxes:
  • Security - cheaper boxes may risk the loss of documents and other confidential information
  • Total life cost - cheaper boxes do not last and may need to be replaced
  • Safety - boxes that split or collapse are more likely to be a hazard and cause slips and trips.

Ticking the ‘boxes’:

  • Variety of sizes to suit all types of documents and look good in any office environment
  • Very strong sturdy boxes capable of holding 15+ kg supplied with a snug fitting lid
  • The b-flute grade of cardboard and twin sidewalls permits safe stacking up to five boxes high
  • Strong handles with a fold in pressure pad means the boxes do not cut into your hands or tear off
  • A seamless base sheet attached to the sidewalls ensures the bottom of the box does ‘not fall out’
  • Easy to erect with instructions supplied or on you tube
  • Can be supplied with barcode pre-applied for ease of tracking files for archiving
  • Always in stock available on a next-day delivery
  • Made from part recycled fibre bit with a new top-sheet to maximise strength
  • Supplied banded in packs of 10 (with lids) to reduce unnecessary transit packaging

Consider the cost of not choosing quality boxes:

SECURITY - Danger of sensitive documents falling out or being lost form split boxes

ADDED COST - Poor quality boxes are more like to split or crush and need timely repairs or replacement

HEALTH & SAFETY - Boxes that break when being handled more likely to lead to ‘slips and trips’

View our video:

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Bulk or regular shredding service?

5 Step Process to securely destroy your data

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How secure is shredding paper?

Downloads wigmaseb 2015-01-04 15:49:00