Lockable storage is one of the simplest ways to protect paper records that contain personal or confidential information. This page sets out what to think about.
Lockable storage
A cabinet, cupboard or drawer that locks keeps paper records away from anyone who should not see them. It is a basic and effective control, and it works alongside other measures rather than instead of them.
Key lock
A key lock is simple and familiar. Keep a record of who holds keys, and change or replace locks if a key is lost.
Combination lock with master override
A combination lock lets you set your own code, and a master override lets an authorised person open the unit if the code is forgotten or a member of staff leaves.
Digital lock with audit
A digital lock can be set with individual user codes, so you know who has access without sharing one combination. Many digital locks keep an audit of recent openings, and they also have a master override for authorised access.
Beyond the lock
Lockable storage works best as one part of a wider approach. Consider who has access to which storage, a retention schedule that says how long records are kept, and secure destruction, such as shredding, once records are no longer needed.
UK GDPR
Under UK GDPR, organisations must use appropriate security measures to protect personal data, including paper records. Lockable storage, access control, a retention schedule and secure destruction are usual parts of that approach. This page is general information, not legal advice, and the Information Commissioner's Office publishes guidance on protecting personal data at ico.org.uk.
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