Paperwork-related data breaches reported to the Information Commissioner’s Office totalled 11,141 between 2020 and 2025, according to an Officeology analysis. Of those, 2,103 involved employee data.

The figures point to a persistent stream of non-digital breaches at a time when many organisations have focused security spending on cyber threats. Officeology’s review of ICO incident data found that the breaches involved paperwork being lost, stolen or disposed of incorrectly.

In 2025 alone, 1,820 paperwork-related breaches were reported to the regulator, the analysis found. Of those, 330 incidents, or 18%, involved employee data, including personal identifiers, health and financial information.

Based on the size of organisations that recorded those incidents, as many as 28,000 employees could have been affected in 2025. The estimate underscores the continued exposure created by paper records in workplaces that may otherwise have moved much of their operations online.

Reporting Delays

The review also examined how quickly organisations reported paperwork breaches to the ICO. Under UK GDPR rules, personal data breaches must be reported within 72 hours of an organisation becoming aware of them.

In 2025, that deadline was missed in 41% of paperwork cases. In 399 incidents, organisations took one week or more to alert the ICO, while in 351 cases reporting took between 72 hours and one week.

Employee data breaches showed a similar pattern. In 39% of those incidents, or 130 cases, the report was made after the 72-hour deadline.

Data Types

Basic personal identifiers were the most common type of information exposed in paperwork incidents. In 2025, 708 breaches involved details such as names, addresses and dates of birth, representing 39% of all paperwork cases reviewed.

Health data was the next most common category, accounting for 23% of incidents. Among employee data breaches, a third of cases, or 112 incidents, involved the loss, theft or incorrect disposal of basic identifying information.

The ICO classifies paperwork incidents as non-cyber breaches. It defines these as “a type of breach that does not have a clear online or technological element which involves a third party with malicious intent.”

Few Investigations

Only a small minority of paper-based breaches led to formal regulatory investigations. Between 2020 and 2025, fewer than 5% of paperwork incidents resulted in a formal investigation, according to the figures.

In 2025, 12 paperwork-related breaches were referred to investigation teams to determine what action, if any, was appropriate. That was down from 55 in 2024.

In 1,429 paperwork mishandling cases last year, the ICO chose not to use its formal powers and instead provided guidance and advice. Only one incident involving employee data was formally investigated in 2025.

The broader pattern suggests paperwork remains a steady source of data loss despite the wider shift to digital systems. Incident levels have stayed relatively stable over the past five years, even as paper records and communications have gradually declined in many sectors.

Adam Butler, chief executive of Officeology, said: “Our analysis of ICO data has highlighted areas of concern, specifically businesses using paper-based systems.

“While cybersecurity dominates the news, physical theft, loss or the incorrect disposal of paper records remains a significant risk to companies’ data security, including their own employees’ private information.

“GDPR legislation, the legal framework that aims to protect the privacy and personal data of individuals, is technology-neutral and applies whether data is processed online or offline. It covers any filing system intended to be used in a searchable way.

“Paper-based processes are inherently more vulnerable to human error. Adopting document management systems allows businesses to streamline workflows and store information in secure, centralised environments, helping organisations to better safeguard data and maintain compliance.”

KFIT, founded by long-time resident Kayleigh Stewart, opened in March at Heyford Park and has already seen strong demand, with membership nearing capacity within its first few weeks.

The gym is the latest step in Ms Stewart’s fitness journey, which began with outdoor bootcamps on the Village Green before moving to a small studio on the former airbase.

Ms Stewart said: “I started with outdoor bootcamps and then moved into a smaller studio on the airbase, but it got to the point where I needed a bigger space in a better location.

“This unit felt ideal because it’s right in the middle of the village and easy for people to get to.”

After outgrowing her previous studio, she began looking for a more accessible site that could support growing demand.

Now in the centre of Heyford Park, KFIT allows residents to train close to home without needing to travel outside the village.

Ms Stewart said: “I’ve lived in Heyford Park for 10 years, so I’ve seen the community grow first-hand.

“There are so many active people here already, but I also wanted KFIT to be a place for people who feel nervous about stepping into a gym.

“It’s really important to me that people feel comfortable here and can build their confidence at their own pace.”

The response from the community has been overwhelmingly positive.

Ms Stewart said: “It’s been amazing to see how positive the response has been.

“People have been really supportive, and it’s lovely seeing conversations happen between members, especially people who are new to the area.

“That community side has always been a big part of what I wanted to create.”

As Heyford Park continues to expand, businesses like KFIT are adding to the mix of amenities and helping residents access services closer to home.

Paul Silver, chief executive of Dorchester Living: “KFIT is another great example of the kind of independent business that helps communities flourish.

“We have seen strong demand from independent businesses wanting to establish themselves at Heyford Park, and it is encouraging to see such a positive response to KFIT already.

“Kayleigh has created something that is clearly valued by residents, and high-quality amenities like this play an important role in creating a place where people can live well.”

The gym also broadens Heyford Park’s health and wellbeing offering, providing a personal environment for strength training and regular exercise.

Ms Stewart said she hopes to continue developing KFIT in line with member feedback, whether through new classes, upgraded equipment, or community-focused events and partnerships.

Firstup has published UK research showing that nearly half of workers expect to look for a new job within a year. The findings are based on a survey of 3,127 UK workers.

Most respondents still described themselves as engaged at work: 76% of office-based staff, 83% of managers and 69% of hourly workers. Yet 48% of office-based employees, 50% of managers and 47% of hourly workers said they were likely to seek a new role within the year.

The gap was most pronounced among managers, who emerged as both the most engaged group and the most likely to consider leaving. The research suggests employee engagement no longer closely tracks staff retention.

Bill Schuh, chief executive officer at Firstup, said the findings point to a broader problem in how employers communicate with staff across different roles and working environments.

“Managers are the most engaged yet most likely to move on, and the other roles are not far behind. This disconnect means that engagement alone is no longer a reliable signal of workforce stability,” Schuh said.

“Organisations must do more to deliver critical information in a consistent, targeted and measurable way. When employees have to work just to stay informed, engagement can quickly shift to burnout and lost productivity rather than organisational loyalty.”

Communication Strain

Large numbers of employees said they were missing important updates despite receiving regular information from their employers. Across roles, 62% to 76% said they had missed key policy or procedural information, while 37% to 48% said their organisation lacked an effective way to share information with them.

Workers also identified practical reasons messages were being missed, including message overload, lack of time and uncertainty about where to find information. Between 30% and 55% said there were too many messages, 34% to 43% said they lacked time, and 10% to 14% said they did not know where to look.

The burden appears to fall heavily on line managers. Although managers were seen as the most trusted source of information, 77% said they faced challenges communicating with frontline teams. Only 21% said they were very confident that current communication methods kept workers compliant.

The operational impact was also evident in the time workers spent looking for information. Some 34% of office-based employees and 37% of managers said they spend three or more hours a week searching for basic information needed to do their jobs.

Stress And Trust

The research linked communication failures to wider workplace pressures. Miscommunication was associated with stress for 39% to 49% of respondents across roles, productivity loss for 32% to 38%, reduced teamwork for 27% to 35%, and missed policies for 29% to 36%. Between 5% and 12% also said it had safety effects.

More than one in five employees across roles said poor communication made them want to look for another job, adding to concerns for employers already dealing with retention pressures in a tight labour market.

For hourly workers in particular, the report pointed to lower trust and a sense of neglect among the disengaged. Among disengaged hourly staff, 65% said their employer did not care about their wellbeing, 62% cited poor workplace culture, 60% reported a lack of recognition or rewards, and 54% said they did not trust leadership.

Employees’ demands were relatively consistent across groups. Beyond pay, the main requests were for employers to show more care, improve communication and provide better tools. Between 50% and 55% said they wanted their organisation to show it cared, 42% to 54% wanted better communication, and 37% to 44% asked for better tools.

AI Access Gap

The study also examined the role of artificial intelligence in closing communication gaps. Hourly workers were more likely than office-based staff to say AI could improve workplace communication, with 37% taking that view compared with 29% of office-based employees.

Even so, access remains uneven. Firstup found that 68% of hourly workers had never used AI tools at work, and the same share cited a lack of access as the main barrier.

Nathan Lowis, managing director for EMEA at Firstup, said communication problems and inefficiencies were widespread across roles.

“AI could help solve many of these challenges, but ironically, hourly workers who feel they would benefit most from AI are often the last to receive access. If organisations want to improve communication and drive critical business outcomes such as increased retention, productivity and safety, they have to empower all employees with the right technology.”