Paper is Data Too – Don’t Let It Be Your Achilles’ Heel

News and information from the Advent IM team.

When we talk about information security and data protection, the conversation almost always pivots to digital: firewalls, phishing, ransomware, cloud storage. But what about the reams of paper sitting in desk drawers, filing cabinets, or recycling bins?

Too often, non-digital records are forgotten, and that oversight could very well be your downfall.

 

Non-Digital ≠ Non-Risky

Despite the technological advances in data handling, paper still plays a vital role in many organisations—from patient records to HR files and handwritten notes in client meetings. These documents hold the same types of personal and sensitive data as digital systems, and under legislation like GDPR, they are afforded the same protections.

So why don’t we treat them that way?

Common Paper-Based Pitfalls:

  • Confidential files left unattended in shared spaces
  • Filing cabinets without access controls
  • Documents binned instead of shredded
  • No audit trail or version control
  • Policies focused solely on digital data

It’s not malicious neglect—often it’s just an organisational blind spot.

 

Compliance is Format-Agnostic

Whether it’s GDPR, ISO 27001, NHS DSPT, or internal governance frameworks, the expectation is clear: you must protect all personal and sensitive data—regardless of how it’s stored.

That means:

  • Having policies that include physical data
  • Training staff on handling, storing and disposing of paper securely
  • Ensuring physical access controls match digital ones
  • Performing risk assessments that look beyond the IT estate

 

Bridging the Gap

Information security and data protection teams need to collaborate, not work in silos. Security isn’t just the IT department’s job, and data protection isn’t just for compliance officers. A joined-up approach is key to robust, holistic protection.

Because in the end, it’s not about digital vs. physical—it’s about data, full stop.

 

Think of it like this: an unlocked filing cabinet is just as dangerous as an unpatched server. If your policies, awareness programmes, and audits aren’t accounting for both, you’re leaving the door wide open.

So, is paper your Achilles’ heel?

 

Written by Ellie Hurst, Advent IM Commercial Director.

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