Why it matters
Losing paper documents can lead to:
- a personal data breach,
- legal and financial liability for the company,
- loss of trust from clients or business partners,
- an obligation to report the incident to the Data Protection Authority.
The risk is far from theoretical – in practice, most such incidents result from simple negligence: leaving a folder in the car, transporting documents in an unlocked bag, or failing to control who has access to them during transit.
Real-life example
This year, the Polish Data Protection Authority (UODO) fined the Non-Public Healthcare Facility in Pyskowice PLN 32,832 for failing to conduct a proper risk assessment and implement safeguards when transporting documents.
A physician left patients’ medical records in a car, which was subsequently stolen along with the documents. The facility had not identified this risk in its assessment and had not established procedures requiring constant supervision of documents during transport.
What you can do
- The “paper minimum” rule
Transport only those documents that are truly necessary. - Physically secure documents
Use lockable folders or zipped backpacks. Never transport loose binders or stacks of paper. - Keep documents under constant control
Never leave them in a car, even for a moment. If you need to step away, take them with you. - The “door-to-door” rule
Documents should spend as little time in transit as possible – without unnecessary stops or delays. - Limit access
If transporting documents with others (e.g., in company transport), ensure that only authorised persons have access to them.
Remember!
Transporting paper documents is like transporting valuable goods. If they fall into the wrong hands, the consequences can be costly – not only financially, but also in terms of reputation.
The rule is simple: minimum paper, maximum control. This way, your documents – and the data they contain – will arrive where they need to be, without unnecessary risk.