Records Management provides a confidential disposal service for paper records. It is very important for departments to treat unneeded sensitive material in an appropriate manner. Any sensitive material must be disposed of confidentially following our guidelines or you are at risk of breaching the University's policies on information management, information security, and data protection.
Confidential material should not be placed in any of the normal waste or recycling bins across the University but should be collected separately. Material sent for recycling is pulped only - it is not shredded before pulping.
How can I securely dispose of my confidential waste?
There are three ways to securely dispose of confidential paper records:
- securely shred onsite using a cross-cut shredder
- place into a confidential waste console (found in various buildings – see link at bottom of page for details)
- Arrange for an ad hoc confidential waste collection
How do I book a confidential waste collection?
What can I send for confidential disposal?
The confidential disposal service mainly deals with paper records but can also take physical items, packaged separately, including:
- Magnetic tape
- Video tape
- ID cards
Redundant IT equipment should be disposed of using the University's IT equipment disposal service.
How should I package the material?
Place papers in the sacks provided. You can leave metal fastenings such as paperclips but plastic wallets and sleeves, and bulldog clips must be removed as this contaminates the load. Do not overfill the bag and secure it with a tie once filled.
Is the service free?
There is currently no charge to departments for the collection and destruction of paper confidential material. However this service, which enables the University to meet its obligations under the General Data Protection Regulation plus its ordinary responsibilities to its staff and students, is not cheap and costs are linked to weight of material. Departments may be charged if the material is found to be non-confidential, if the material is not ready by the time of the pre-arranged collection date, or if the material does not meet the criteria listed above.
How long will I have to wait for collection?
Our confidential waste supplier will be on campus most weeks so usually you will only need to wait a couple of weeks maximum. However it is advisable to book well in advance if possible, particularly if you will have a large amount.
What about arrangements in buildings with consoles?
Confidential waste consoles have been provided in various buildings - a list of locations and pick-up dates is available here. If you think your area produces enough confidential waste to warrant having a console, then please contact Records Management to discuss.
Departments with consoles may request additional collections of the consoles if needed. If having large clear outs, they can also request sacks or bins in the same way other departments would. If anything is posted into the consoles by mistake and needs retrieving, please contact Records Management.
Please note that the consoles belong to the confidential waste company. If you no longer need a console, or wish to move it to a new location, please inform Records Management to arrange this.