Why schools & universities need secure document disposal
Educational institutions handle vast amount of sensitive information, including students records, financial details, exam paper, and staff documents. Without proper school document disposal methods, these records can be vulnerable to identity theft, data breaches, and non-compliance with data protection laws.
1. Compliance with privacy laws
In Australia, the privacy Act 1988 and Notifiable Data Breaches (NDB) scheme require organizations, including schools and universities, to safeguard personal data. Improper school document disposal can result in legal penalties and reputational damage.
Additionally, the State records Act. 1988 (NSW) regulates how universities handle records destruction. According to the Western Sydney University, all records must be accounted for, and if a record is destroyed, institutions must how, when, and why this action was taken, as well as under what authority. If there are any doubts about whether records should be destroyed, schools should contact their records and Archives Management Services (RAMS)
2. Protecting Against Identity Theft
Student and staff information, when mishandled, can be exploited for fraudulent activities. Secure School document disposal ensures that personal details remain secure and unrecoverable.
3. Environmental Responsibility
Shredding and recycling paper waste contribute to sustainability efforts, reducing the carbon footprint of educational institutions. Many school document disposal companies offer eco-friendly disposal options, ensuring compliance with environmental policies.
How School comply with records disposal regulations
To ensure schools properly of records while remaining compliant with regulations, they should follow these key steps:
- Determine Retention Period: The department of education provides a list of retention periods for common school records institutions must determinate the required period before disposing of documents.
- Confirm Records Can Be Destroy: Schools should ensure that records are not longer needed and that organisation has confirmed they can be disposed of.
- Get Authorization: Institutions must obtain a General Retention and Disposal Authority (GRDA) from state archives and records (NSW) before proceeding with disposal.
- Destroy Records Securely: Once the retention period has ended, records should be securely using professional school document disposal services. The destruction process must be documented.
- Transfer State Archives: Important historical records must be transferred to Museums of History NSW for preservation.
- Why Destroy Records?: Securely destroying records reduces storages costs, retrieval time, and the risk of unauthorised access or destruction.
1. On-Site vs. Off-Site School Document Disposal
On-Site Shredding: A mobile shredding truck visits your school/university and destroys documents on the premises for maximum security.
Off-Site Shredding: Documents are collected and securely transported to a shredding facility. A certificate of destruction is provided for compliance purposes.
2. Regular Scheduled School Document Disposal
For institutions handling a high volume of paperwork, scheduled school document disposal services ensure documents are disposed of securely and consistently, preventing unauthorized access.
3. Secure Bins & Collection Services
Lockable bins are placed within the institution for staff to deposit sensitive documents, reducing the risk of exposure before secure school document disposal.
Benefits of Partnering with a Professional School Document Disposal Company
Compliance with Australian privacy laws
Time and cost efficiency
Secure disposal of student and staff records
Environmentally friendly practices
Certificate of destruction for audit compliance
