When it comes to disposing of confidential documents, it is essential to ensure that these documents are handled securely to protect individuals’ privacy. In Singapore, the Personal Data Protection Act (PDPA) outlines specific guidelines for the responsible disposal of all confidential information. To ensure complete security and compliance with this act, many companies opt for shredding their confidential documents. In this article, we will look at how to securely dispose of confidential documents in Singapore through shredding and other methods.
Legal Considerations
Disposing of confidential papers is not as simple as throwing them in the garbage bin. There are legal considerations that must be taken into account to avoid running afoul of relevant laws and regulations. The PDPA imposes strict obligations on businesses when it comes to handling personal data, including its disposal.
Firstly, companies have a duty to ensure that any personal data they collect or process is disposed of in a secure manner. This means taking steps to prevent unauthorized access, modification or disclosure of the data during disposal. Failure to do so can lead to significant financial penalties and reputational damage for the company.
Secondly, companies must also comply with specific requirements set out under the PDPA when disposing of personal data.
When to Dispose of Documents?
In Singapore, individuals and businesses are required to comply with the Personal Data Protection Act (PDPA) when handling personal data. This includes the proper disposal of documents that contain personal information. Knowing when to dispose of such documents is crucial in upholding data privacy.
Firstly, it is important to identify which documents contain personal information. These include identification cards, bank statements, medical records, and employment contracts. Once identified, these documents should be disposed of securely and responsibly.
Secondly, there are specific timelines for document retention based on various legal requirements in Singapore. For example, employment records must be kept for a minimum of two years after an employee’s last day of service. However, if the employee has made a claim under the Employment Act or Work Injury Compensation Act during this period, the records must be kept until all claims have been resolved.
Safely Disposing Documents
The PDPA act outlines strict guidelines for how personal data is collected, used, and protected by businesses operating within Singapore. One aspect of the PDPA that is often overlooked is how to properly dispose of sensitive information. While many offices turn to shredders to destroy confidential documents, this may not be the best way to protect your clients’ personal information.
Shredders can be expensive and time-consuming to use, and they also come with their own set of security risks. Pieces of shredded paper can still be reassembled if someone were determined enough. Additionally, if your office doesn’t properly dispose of the shredded documents in a secure manner, they could end up in a dumpster or recycling bin where they could easily be accessed by unauthorized individuals. Also, PDPA recommends the use of at least a level P-3 cross-cute shredder which most office shredders do not meet that requirement.
Shredding Service
It is important to look for a reliable paper shredding service provider in Singapore that will help you and your business securely dispose of your confidential documents to meet the requirement of PDPA.
We at KGS are NEA licensed and ISO certified to take the utmost care in handling sensitive information, ensuring that it never falls into the wrong hands. We also provide you with a certificate of destruction, giving them peace of mind knowing that your confidential information has been disposed of responsibly and securely.
Whether you need regular paper shredding services or a one-time purge, drop us an email and we will assist you!