As academic year 2012/13 draws to a close, schools should start clearing out information about identifiable, living people that they might have stored.
Cardiff, UK (PRWEB UK) 6 June 2013
As schools across the UK reconvene for the final part of the academic year, PHS Datashred reminds staff to clear out confidential information before the summer holidays begin.
Half term break is now over and exam season has officially started. But whilst schools will be occupied with exam preparation, there is another responsibility that they need to consider - destroying confidential documents before breaking up for summer.
Under the Data Protection Act, schools must only hold necessary information for as long as they need it. So the end of the academic year is the ideal time to starting disposing of documentation that is no longer required.
Anthony Pearlgood, managing director of shredding company PHS Datashred, said: “As academic year 2012/13 draws to a close, schools should start clearing out information about identifiable, living people that they might have stored.
“This includes things like pupil and staff records, medical records, CCTV tapes and discs, school reports and assessment results to protect the IDs of children and staff.”
But not only will clearing out documents protect the personal privacy of pupils and employees, it will also help avoid a potentially crippling fine.
The seventh principle of the Data Protection Act states that organisations must take steps to protect redundant confidential information, and failure to do so could mean a fine of up to £500,000. A good way of doing this is to employ an approved and accredited data destruction service provider, like PHS Datashred.
However, when choosing a shredding company to destroy and recycle confidential material, Anthony Pearlgood reminds schools that not all suppliers may work to the same standards.
He said: “Schools should choose a company which complies with the new European Standard BS EN15713:2009 for security shredding and also the BS7858 standard for staff vetting.
“PHS Datashred is not only fully compliant, but can also do 6-weekly collections to fit with term time. After every collection, schools will be given a Certificate of Destruction as evidence of their compliance.”
PHS Datashred also reminds schools that committing to document shredding in the summer is an ideal way to start reducing their carbon footprint in the new academic year- 20 bags of shredded and recycled paper saves 4 mature trees.
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Notes for editors
The PHS Group is a leading workplace services provider, and has traded in the UK since 1963. It has a diverse service portfolio aimed at improving work and leisure spaces, while making life much easier for facilities, building and people managers.
PHS really does ‘do more than you think’, providing products and services for:
- Crate rental and packaging
- Interior and exterior planting
- Laundry equipment and workwear
- Matting and flooring
- Records storage and management
- Shredding and recycling
- Testing and compliance
- Waste management
- Water machines
- Workplace consumables
PHS provides these direct to UK companies, and also operates as a tier one supplier to the facilities management market, supporting the integrated service propositions of most of the major FMs.
The PHS Group’s annual turnover for the year ending March 2012 was £422 million. It employs around 5,000 personnel, operates from a wide network of 153 regional service branches, and takes care of over 250,000 customers at over 450,000 locations in the UK, Ireland, Holland, Belgium and Spain.