Document shredding: shred sizes, retention and what to keep
Shredding is the easy part. The harder question is which documents you are still legally required to be holding, because destroying those early is its own kind of problem.
Document shredding: key facts
| The principle | Keep personal data no longer than necessary, then destroy it securely |
|---|---|
| Waste transfer notes | Keep 2 years |
| Hazardous waste consignment notes | Keep 3 years |
| Shred sizes | Strip cut, cross cut and particle cut are not equivalent. Ask for the standard |
| Destruction evidence | A certificate of destruction per collection |
| Afterwards | Shredded paper is recycled into new paper and board |
Retention comes before destruction
UK GDPR pulls in two directions at once. Personal data must not be kept longer than necessary, which pushes towards destroying things. But other law requires specific records to be kept for specific periods, and a destroyed record you were obliged to hold is a different problem from a retained one you were not.
So the useful first step is not buying shredding. It is writing down, for each category of record you hold, how long you keep it and why. A retention schedule need not be elaborate; it needs to exist, name a period, and give a reason. Once it does, shredding becomes routine rather than a judgement call every time a cupboard fills up.
Two periods that come up for anyone handling waste: a waste transfer note must be kept at least two years, and a hazardous waste consignment note three. Both must be producible within seven days of a request. For tax, employment, pension and health and safety records, the periods differ and are worth checking against current guidance rather than memory.
Shred sizes, and why they are not all the same
Not all shredding is equivalent, and this is where a cheap quote and an expensive one genuinely differ.
- Strip cut produces long ribbons. Fast and high capacity, and the least secure, because strips can in principle be reassembled.
- Cross cut cuts in two directions, producing much smaller pieces. The ordinary business standard.
- Particle or micro cut reduces paper to small particles. Used where the material warrants it.
Rather than accepting "we cross cut", ask what particle size the provider works to and what standard they certify against. A provider who shreds to a documented standard will say so immediately. One who cannot answer is telling you something.
The right level follows from the material. A visitor book and a file of medical records do not need the same treatment, and paying particle-cut rates for everything is a common waste of money.
What to shred, and what not to bother with
Shred: anything linking a person to anything else. HR and payroll files, recruitment paperwork, customer and patient records, delivery notes bearing addresses, visitor books, appointment diaries, bank and card correspondence, anything with signatures.
Shred because it is commercially sensitive: pricing, tenders, contracts, strategy papers, supplier terms. Not a data protection matter, but rarely something you want in a skip.
Do not shred: ordinary printed matter with no names on it. Marketing collateral, out of date brochures, internal notices, draft printouts. That is paper recycling, and it earns a rate instead of costing a shredding charge. Separating the two is the single biggest saving on most confidential waste bills.
Digital records get forgotten
A retention schedule that only covers paper leaves the larger problem untouched. The same obligations apply to email archives, shared drives, old backups, departed employees' accounts and decommissioned hard drives. Physical media needs destroying to a standard too, and that is normally a separate line on a shredding provider's price list.
Our directory lists companies handling confidential paper and general paper recycling by postcode, and our guide to confidential waste disposal covers choosing between on-site and off-site destruction.
Shredded paper is still a saleable grade, and our guide to paper recycling covers how fibre is processed and why it is usually blended with fresh fibre.
Frequently asked questions
How long should I keep documents before shredding them?
It varies by record type, so the practical answer is to write a retention schedule naming a period and a reason for each category. Two that affect waste handling: waste transfer notes are kept at least two years and hazardous waste consignment notes three.
What shred size do I need?
It depends on the material. Strip cut is fastest and least secure, cross cut is the ordinary business standard, and particle cut is for material that warrants it. Ask a provider what particle size they work to and what standard they certify against.
Does everything need shredding?
No, and shredding everything is expensive. Anything linking a person to other information should be shredded. Plain printed matter with no names on it belongs in paper recycling, where it earns a rate rather than costing a shredding charge.
Do I need to shred digital records too?
The same retention obligations apply to email archives, shared drives, backups and old hard drives. Physical media destruction is usually a separate line on a shredding provider's price list.
Is strip cut shredding good enough?
For low sensitivity material it can be. Strips can in principle be reassembled, which is why cross cut is the ordinary standard for anything containing personal data.