Independent assurance for physical paper files and records

Service providers often retain significant volumes of paper-based employee records, occupational health files and sensitive employment documentation. These records carry the same regulatory obligations and risks as digital systems yet physical storage arrangements are frequently overlooked.

Our hard copy data audit provides assurance that paper records held in-house and by third-party storage providers are managed securely and in accordance with GDPR and data protection requirements. We assess:

• Physical storage environments and environmental safeguards
• Access controls and key management
• Record tracking and retrieval processes
• Retention schedules and secure destruction practices
• Contracts and oversight arrangements with third-party suppliers
• Accountability and governance structures

We evaluate whether appropriate organisational and technical measures are in place, and whether third-party providers are meeting their contractual and regulatory obligations.