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DOCUMENT & DATA MANAGEMENT


There’s admittedly a lot to take in. So, where should FMs begin? On- site incineration is one option, but this contradicts the waste hierarchy and the moral obligation to retain the value of these materials as an important resource. The services of a confidential waste destruction specialist therefore provide a helpful alternative. A reputable BSEN15713-accredited contractor should be sought, and additional due diligence should be carried out to ensure the chosen supplier has proven experience and independently certified equipment that is up to the challenge.


“ORGANISATIONS


CAN FACE FINES OF UP TO £500,000 FOR


SERIOUS BREACHES OF THE DATA PROTECTION ACT 1998.”


Such contractors offer on-site services, using a mobile confidential waste shredder, to ensure materials are proficiently destroyed before they leave the facility. Whilst typically a fairly expensive solution, this does give utmost peace of mind that data protection obligations are immediately upheld, under the FM’s supervision.


A more cost-effective alternative is to use a contractor’s off-site destruction service. This saves money but is potentially riskier. Confidential materials are then in the hands of a third party and, however trustworthy they may be, highway accidents cannot be prevented. If the waste truck were involved in a collision for instance, sensitive documents could spill onto the road. Given the data remains the customer’s responsibility until the materials reach the contractor’s depot, this does pose a concern for some FMs.


Facilities Managers may therefore consider investing in their own confidential waste processing technologies, which they run


www.tomorrowsfm.com


themselves on their site(s). Of course this requires upfront capital investment, unless the cost of shredding equipment is spread with a lease agreement. However this solution does provide unparalleled ownership of the data destruction process, and therefore utmost peace of mind.


In terms of the best-fit shredding solution, there is not a ‘one size fits all’ answer. Much depends on factors such as the type of waste being handled, the sensitivity of the material, the volume, desired throughputs, budget and available site space.


Armed with the answers to this criteria, FMs should approach reputable shredder manufacturers with the brief. Given the complex nature of this specialist field, it is important that the supplier demonstrates successful reference sites and independent machinery certification in accordance with DIN 66399.


Four shaft shredding technology is often the preferred machine- type, given the precise shred, ‘mixing’ action for added security, low noise and dust levels, and easy maintenance. Such machinery upholds data protection responsibilities whilst maximising the recyclate value of the material, ensuring safety and controlling costs.


Once shredded, the materials can be bagged, compacted or baled, depending on what will happen to them next. Shredded paper will achieve the most attractive revenue when baled, for example, which immediately presents a strong business case for investing in a confidential waste management system in the first place.


This area of waste management can be difficult to navigate. However, armed with the right information, Facilities Managers can reap financial, security and environmental benefits for clients, by ensuring confidential ‘waste’ remains safe and secure. In a competitive FM sector, there’s perhaps no better time to introduce such a value-adding service.


www.untha.co.uk TOMORROW’S FM | 33


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