{"id":19256,"date":"2025-10-21T10:35:33","date_gmt":"2025-10-21T10:35:33","guid":{"rendered":"https:\/\/www.restore.co.uk\/datashred\/?p=19256"},"modified":"2025-10-21T10:35:33","modified_gmt":"2025-10-21T10:35:33","slug":"when-is-the-right-time-to-destroy-records","status":"publish","type":"post","link":"https:\/\/www.restore.co.uk\/datashred\/when-is-the-right-time-to-destroy-records\/","title":{"rendered":"When is the right time to destroy records?"},"content":{"rendered":"\r\n
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The way that records are managed is important, not just to ensure that your business is correctly and safely handling data but also when it comes to compliance. <\/h2>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t

Most records will have a specific lifespan and it\u2019s vital that your business deals with them properly. Where records are held for too long, or not long enough, there may be legal penalties and problems can arise with respect to business reputation. So, what do you need to consider when it comes to the right time to destroy records?<\/p>\r\n\t\t\t\t\t\t\t\t\t<\/div>\r\n\t\t\t<\/div>\r\n\t\t\t

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The statutory retention period<\/h2>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t

The statutory retention period will depend on the nature of the record – there are specific time periods that are legislated for and you will need to ensure that you\u2019re clear about how these apply to you. For example, financial records – such as pension and VAT records – must be retained for six years before they can be safely destroyed. The same time period applies to records such as contracts. One of the simplest ways to ensure that you\u2019re complying with statutory retention periods is to put them in writing. Creating a records retention policy will provide a clear guide for the business, and employees, with respect to the legal obligations that arise.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\r\n\t\t\t\t\t\tPaper shredding<\/span><\/a>\r\n\t\t\t\t\t\t\t\t\t<\/div>\r\n\t\t\t<\/div>\r\n\t\t<\/div>\r\n\t<\/div>\r\n<\/section>\n\n\r\n

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The needs of the business<\/h2>\n

Once the statutory retention period has passed, records can be securely shredded without any compliance consequences. However, you may still need to bear in mind the requirements of the business when deciding when this should take place.<\/p>\n<\/section>\r\n\n\n\n

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When you\u2019re identifying the best time to destroy records these are some of the options to consider:<\/h2>\r\n\r\n\t\t\t\t\t\r\n\t\t\t\t\t\r\n\t\t\t\t<\/div>\r\n\r\n\t\t\t<\/div>\r\n\r\n\t\t<\/div>\r\n\r\n\t\t
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The business has no need of the records anymore<\/h5>\r\n\r\n\t\t\t\t\t\t

Securely shredding records when they are beyond the statutory retention period and no longer required internally will keep whatever data they contain secure and protect the business.<\/p>\r\n\r\n\t\t\t\t\t\t\t\t\t\t\t\t\r\n\t\t\t\t\t\t

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You need to dispose of hard copies<\/h5>\r\n\r\n\t\t\t\t\t\t

The process of digitisation has meant that many businesses today now have digital copies of all records. If that\u2019s the case then destroying hard copies of records is a logical next step and one that will improve security and free up storage space.<\/p>\r\n\r\n\t\t\t\t\t\t\t\t\t\t\t\t\r\n\t\t\t\t\t\t

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The document is particularly sensitive<\/h5>\r\n\r\n\t\t\t\t\t\t

There are big risks for businesses that don\u2019t take the threat of data theft seriously, especially when it comes to records that contain sensitive or confidential data. You should ensure that records like this are destroyed as soon as any statutory retention period has passed so that you\u2019re not exposing your organisation to any unnecessary risk.<\/p>\r\n\r\n\t\t\t\t\t\t\t\t\t\t\t\t\r\n\t\t\t\t\t\t

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Why is record disposal so important?<\/h2>\n

It\u2019s difficult for any organisation to be efficient if there is no system in place to destroy obsolete records. Out-of-date documents like this can cause confusion, create a security risk and slow down systems, whether they are paper or electronic. Secure document destruction helps to minimise storage and maintenance costs, create a reliable records system and ensure that data doesn\u2019t end up in the wrong hands.<\/p>\n

When it comes to destroying records this will be different for every business but it\u2019s vital to ensure that you have a clear system in place.<\/p>\n<\/section>\r\n\n\n\r\n\r\n\r\n

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Get in touch with us today using 0800 376 4422 to request a quote for all your shredding needs, whether that\u2019s a one-off service or setting up a regular service.<\/p>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\tGet in touch<\/a>\r\n\t\t\t\t\t\t\t\t\t<\/div>\r\n\t\t\t<\/div>\r\n\t\t<\/div>\r\n\t<\/div>\r\n<\/section>\r\n\n\n\r\n

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Recent news<\/h3>\r\n\t\t\t\t\t<\/div>\r\n\t\t\t\t<\/div>\r\n\t\t\t<\/div>\r\n\t\t\t\t
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\r\n\t\t\t\t\t\t\t\t\t10 commercial shredding mistakes and how to avoid them!<\/h5>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t

\r\n\t\t\t\t\t\t\t\t\t\tIf you don\u2019t know how long you are supposed to keep documents and other sensitive information formats, how will know when you need to get rid of them.<\/p>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\tFind out more<\/a>\r\n\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t

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\r\n\t\t\t\t\t\t\t\t\t\tThis year, no one gets their hands on data that\u2019s in your domain, OK? As we all ease into 2025, let\u2019s make sure your confidential information remains watertight.<\/p>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\tFind out more<\/a>\r\n\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t

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\r\n\t\t\t\t\t\t\t\t\t5 Signs it is Time to Call a Secure Shredding Company<\/h5>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t

\r\n\t\t\t\t\t\t\t\t\t\tThe need for secure document and materials shredding doesn\u2019t usually creep up on you. There are ways of telling when it\u2019s time to call in the experts.<\/p>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\tFind out more<\/a>\r\n\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\r\n\t<\/div>\r\n<\/section>","protected":false},"excerpt":{"rendered":"

The way that records are managed is important, not just to ensure that your business is correctly and safely handling data but also when it comes to compliance. <\/p>\n","protected":false},"author":24,"featured_media":19137,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[18],"tags":[102,23,61],"resource-type":[],"sector":[],"class_list":["post-19256","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-news","tag-confidential-documents","tag-news","tag-recycling"],"acf":[],"yoast_head":"\nDisposal Procedures: What You Need to Know - Restore Datashred<\/title>\n<meta name=\"description\" content=\"Understand the importance of proper records disposal to ensure compliance and protect your business reputation.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.restore.co.uk\/datashred\/when-is-the-right-time-to-destroy-records\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Disposal Procedures: What You Need to Know - 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