A leading national airline in Botswana required a secure, compliant solution to manage decades’ worth of physical records. Operating in a highly regulated environment, the airline needed to reduce storage pressure without compromising on confidentiality or legal obligations.
The Challenge
With decades of operations behind it, the airline had accumulated vast volumes of sensitive records. Physical storage was overflowing, and expanding facilities weren’t viable. An external review revealed that many documents no longer needed to be retained, and the regulatory green light was given to destroy unnecessary information. It was business-critical that approved records be disposed of thoroughly, with full traceability and compliance with Botswana’s Data Protection Act.
Operating under Botswana’s civil aviation framework, aligned with the International Civil Aviation Organisation (ICAO), the airline must maintain strict documentation practices. ICAO standards require secure recordkeeping with a strong emphasis on information integrity and confidentiality
The risks of improper disposal included:
- Data privacy breaches
- Non-compliance with ICAO and local regulations
- Legal liability
- Reputational damage
The Solution
Metrofile delivered a tailored and secure off-site shredding solution whereby:
- Records were securely transported under strict protocols to Metrofile’s certified facility.
- High-capacity shredders processed two tons of paper per hour while eliminating the need to remove clips, bindings, or staples.
- Full audit trails, restricted access, and formal Certificates of Destruction were issued to verify compliance.
A key factor in the airline’s decision was Metrofile’s credentials:
- ISO 9001 for quality management
NAID AAA, the hallmark of secure data destruction
The Outcome
- The airline achieved a 30% saving on resources compared to in-house shredding, while significantly reducing internal handling time and costs.
- Valuable office space was reclaimed, eliminating the need to rent additional portable cabins for storage, and active records became easier to locate, thereby improving productivity.
- Metrofile’s certified process provided complete assurance and ensured compliance with legal requirements.
Looking Ahead
The airline continues its journey with Metrofile as it begins digitising records and integrating with an Electronic Document and Records Management System (EDRMS), making information easier to store, access, and share securely. By extending its partnership with Metrofile, It is taking proactive steps to reduce its reliance on paper, streamline operations, and future-proof its information governance.
Confidential Destruction That Fits Your Needs
Whether you’re clearing physical space, reducing risk, or ensuring compliance, Metrofile offers a range of secure destruction services to suit your needs:
- Secure shredding (onsite or offsite)
- Certified physical device destruction (e.g. hard drives, backup tapes)
- Electronic data destruction for redundant or sensitive digital files
Our secure destruction services are trusted by leading organisations across sectors. Let Metrofile help you reduce risk, reclaim space, and protect your information confidentially and compliantly.
