The Compliance Checklist Every Business Needs: Document & Print Management

sophie44480
Aug 18
2 min read

Workplace compliance isn’t just about ticking boxes. It’s about protecting your people, your data, and your business.

Yet for many organisations, document and print management is the forgotten piece of the puzzle. Laptops get secured, servers are backed up but what about the paper invoices, HR files, or the contracts sitting in filing cabinets?

1. Records Retention

Do you have clear rules on how long to keep invoices, HR files, and contracts?

Invoices & accounts: typically 6 years (HMRC requirement)
HR records: varies by type, often up to 6 years after employment ends
Contracts: 6 years after termination (12 if executed as a deed)

Too long = GDPR risk. Too short = compliance risk.

💡 Solution: Create a written retention schedule, train staff, and review it annually.

2. Data Security

Are documents encrypted, printed securely, and stored safely?

Unsecured printers, shared drives without access controls, or piles of paper on desks all leave businesses exposed.

💡 Solution: Use secure print release, encryption for digital files, and lockable storage for physical documents.

3. Sustainability Policies

Are you meeting local recycling and waste regulations?

Throwing customer data straight into the recycling bin is both a compliance and reputational disaster.

💡 Solution: Shred first, recycle second. Make sure your toner and cartridges are returned through approved schemes.

4. Print Monitoring

Can you track who’s printing what (and why)?

Uncontrolled printing = wasted money, wasted paper, and compliance blind spots.

💡 Solution: Use print management tools that log activity and prevent abandoned jobs from sitting on trays.

5. Staff Training

Do employees know the do’s and don’ts when handling sensitive documents?

Even the best policies fail if staff don’t understand them.

💡 Solution: Provide simple, regular training on GDPR, data handling, and office compliance basics.

Why It Matters

Compliance gaps = risk of fines, data breaches, and lost trust.

The good news? Most fixes are simple once you know where to start.

✅ Write it down

✅ Train it in

✅ Audit it yearly

Compliance isn’t a slogan. It’s a system. And when it comes to documents and printing, it’s often the missing piece.

Which of these checklist items do you think businesses ignore the most?