From pavement to policy: what a street scattered with sensitive documents teaches us about print security

A screenshot of The Guardian's article on the Ministry of Defence documents found in the streets of Newcastle.

When headlines break about confidential military documents strewn across a Newcastle street (1), the implications go far beyond shock value. They spotlight a critical but often under-addressed vulnerability in many organisations: the unmanaged print environment.

In a digital-first world, print should no longer be an afterthought. Yet, when sensitive information is printed without control or oversight, it becomes dangerously exposed -posing risks not just to operations, but to human safety, national security, and public trust (2).

Why “digital by default” is no longer optional

“Digital by default” isn’t just a policy slogan - it’s a strategic imperative. Beyond streamlining operations, moving towards secure digital workflows:

• Reduces physical exposure of sensitive data

• Enables clear access controls

• Creates auditable trails of data activity

• Supports greater compliance with data protection regulations

Digital doesn’t mean inflexible - it means accountable.

But let’s face it: there are still moments where printing is necessary. So how do we prevent those exceptions from becoming liabilities?

Six steps to safeguard your printed data

1. Enable secure printing. Implement authentication-based printing systems. “Pull printing” ensures that documents are only released when the user is physically present at the printer. This removes the risk of documents sitting unattended in public view.

2. Limit distribution. Educate staff to question if printing is really necessary. If it is, restrict physical distribution only to those with a clear need to know. Fewer hands, fewer risks.

3. Control the environment. Where high-sensitivity printing is unavoidable, use controlled areas or monitored rooms. Define how documents should be stored, transported, and locked away when not in use.

4. Enforce disposal protocols. Dispose of printed materials with the same rigour as digital data. That means shredding with cross-cut shredders or using verified confidential waste services - not leaving paper trails behind, literally or figuratively.

5. Mark and track. Label documents clearly as “Confidential” or “Sensitive” and make sure employees understand what those labels mean. Use logging or tracking systems to record who accessed or handled sensitive material throughout its lifecycle.

6. Prioritise training. Human error is often the weakest link. Ongoing training should equip staff with the knowledge and mindset needed to treat printed data with care, discretion, and accountability.

The real risk isn’t the paper. It’s the process.

The Newcastle incident could’ve been prevented with the right controls in place. But it’s not about assigning blame - it’s about using these events as learning opportunities. Because in our work, we know that security lapses don’t always begin with hackers -sometimes, they begin with a printer tray. And that’s where leadership, governance, and culture step in.

So here’s the real question: Are your print policies reinforcing your commitment to data protection - or quietly undermining it?

If you're not sure, we're here to help you find out.

References

(1) Brown, M., (2025). The Guardian. Papers strewn on Newcastle street feared to be sensitive army documents. Available at: https://www.theguardian.com/uk-news/2025/mar/28/papers-strewn-on-newcastle-street-feared-to-be-sensitive-army-documents. (Accessed 4 April 2025).

(2) Grewar, C., (2025). BBC News. Sensitive army papers found in Newcastle street. Available at: https://www.bbc.co.uk/news/articles/cwyjed2038ko. (Accessed 4 April 2025).