The digital age has brought with it new levels of convenience and productivity but also new levels of risk when it comes to data security. Document destruction in the digital age is as important as ever before. There is so much more to destroying a document properly than ripping up some paper and throwing it in the trash. Something so easily destroyed is easily reassembled and your information is not secure. There are issues of properly managing hard copy document destruction, digital file destruction, compliance issues, and waste management as well.
If you don’t know the ins and outs of proper file management, you could be putting yourself and your company at risk. That’s why so many companies are partnering with document management service providers to make sure they’re doing it right. Here are just four reasons why hiring a document destruction service can make a big difference for you.
Hands Off Hard Copy Destruction
Despite advances in paperless productivity, most businesses still inevitably create a lot of print outs, hard copy documents and records. The question of what to do when those documents no longer are needed becomes one of combined convenience and security. In order to protect yourself from sensitive information falling into the wrong hands, documents may be shredded (both horizontally and vertically so that reassembly is next to impossible), incinerated, or pulped so that no information is available to unauthorized viewers.
Your company’s records are a critical resource and their disposal requires the proper investment of time and resources to ensure your compliance with federal and state regulations as well as ensuring the security of your employee’s and client’s information. Poor record disposal can result in security breaches, loss of confidential information, and lost privacy. Failing to heed security related laws and regulations can result in costly fines or even imprisonment. Make sure you know what regulations apply to your document destruction before you take any action.
How do companies balance the need for security and their desire to become more environmentally sustainable? If you are not working with a professional document management service such as Happy Faces Records Management, your choices are limited. Shredded paper can be reused as packing material, but that also exposes companies to significant risk. Commercial shredded paper may be accepted by recycling companies so long as it is completely free of plastic and metal and contained within clear plastic bags. However, this is not appropriate for highly confidential documents as sensitive information may still be reconstructed, which can result in privacy violations and possible legal action. Make sure you are working with a high-quality document management company that takes on the responsibility of recycling for you.
Digital File Destruction
The proper destruction of hard copy documents is only effective if the digital files associated with those documents are also destroyed properly. Simply deleting the files is not enough. Until that space has been written over, the possibility of recovering data still exists. Similar to shredding important paper documents, one way to ensure that your personal information is not easily accessed is by “shredding” of the individual files on the hard drive. There are a variety of software programs that can shred files, but it can be confusing to know which one is right for you.
In general, the best course of action is to entrust your sensitive document destruction to a responsible document management service provider such as Happy Faces Records Management. The security and convenience of a document management partner protects your company from security violations and helps maintain security as a high priority. Call today to talk with a representative.