Compliance and Security: Meeting Industry Standards and Regulations

Keeping up with UK security regulations can sometimes feel like climbing a mountain. Whether you’re in HR, facilities, or IT, it’s not just about ticking off a checklist, it’s about doing things right, without losing sleep over whether your company has been exposed or not.

What Does GDPR Mean for Your Paperwork?

GDPR isn’t just for your email files. Printed invoices, staff documents, delivery logs, all that paper needs proper care too. The UK GDPR is enforced by the Information Commissioner’s Office, also known as the ICO, and applies to both digital and physical records.

Sensitive files should be kept secure in a locked cabinet or safe. Leaving these in accessible locations can lead to data leaks and lead to serious consequences.
Although in some industries it’s best to keep older files, much of the time these documents may include sensitive information but are also unneeded. Before throwing these in the bin, shred them first.
In any business, big or small, not everyone should be privy to all documentation. Limiting the access keeps information private, like employee contracts and HR records, so you and your employees know their information is safe.
If you have misplaced a file or important document or suspect that it has gone missing or been taken, then you have 72 hours to get in touch and let the ICO know if personal data is involved in this.

A fireproof filing cabinet, like a 4 Drawer Fire File Key Lock cabinet, keeps your documents safe and secure in your business property, and in the event of a fire, documentation stored inside will be protected in the cabinet for up to an hour from temperatures as high as 950°C

Make Sure Everything is Kept in a Safe Place

Security isn’t just about first aid kits or fire extinguishers, all vital, of course, but the law expects more from you.

Emergency exits need to remain clear at all times.
Keys and gear should be locked away, yet accessible to authorised staff, think smart key cabinets or timed access.
Test everything regularly. Not just at the annual check, but as part of a realistic routine.

Learn more about conducting a Business Security Audit, and, although not legally mandated, is considered necessary for a business to meet the GDPR obligation to regularly check and evaluate their security measures.

Lockout Steps Matter, Especially in High-Risk Zones

If you’re running heavy kit or factory lines, proper lockout/tagout procedures are extremely important.

Make sure you’ve got:

Approved lockout gear.
Clear signage + training.
Regular checks. It’s about safety, not paperwork.

Keep Up To Date with Law and Tech Changes

Start small. Ask yourself: “What personal data do we hold?” “Who has access to it?” “Are our emergency controls tested often?” “Where’s our safety training at?”

From there, build layers: safe storage, smart access rules, staff training, and calendar reminders for checks. It’s smarter than relying on one measure, because one layer can fail, but layers build resilience.

Follow updates from the ICO, HSE, or your local council. Laws shift and tech evolves, and so should your protocols.

Start Safeguarding Your Business Today

If this feels overwhelming, then start simple. Secure your files properly, test your emergency access, train your team. That’s already miles above “just compliant.”

Real compliance looks like a safer, smoother-running business. That’s what it should feel like, too.