Maintaining clear and organized records is an important part of doing business. But there inevitably comes a time when keeping those records becomes unnecessary or even a risk to your business. Disposing of old and unnecessary physical documents can be quite a process if done properly. Your data security depends on establishing reliable processes and adopting efficient tools to keep your security above board. Here are just a few reasons why destroying physical copies and records is so important and will review the steps needed to complete the process.
The Importance of Proper Record Disposal
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.
Pulping, Burning, and Shredding
There are a number of ways to fully dispose of business records when the time comes. Simply throwing such material in the garbage or recycling bin exposes your company to significant security threats. Such materials need to be disposed of in a way that completely removes the risk of a third party gaining access to sensitive information. The three most complete forms of document disposal include pulping, burning, and most commonly, shredding.
Shredding is the most well-known of the paper disposal methods. Shredders are available to purchase in both personal and office capacities and are undoubtedly handy tools to have around the home and office. However, they are impractical for use with larger amounts of physical copies and records amassed by most companies. In such cases, they are often inefficient, messy, and don’t provide the level of security necessary for complete peace of mind. Shredded paper can be reconstructed making the security of the disposal method incomplete without the accompaniment of an additional disposal method such as incineration or pulping.
Incineration is a generally straightforward process that relies on the act of burning to completely destroy sensitive documents. This process can be extremely time consuming, requires access to an incinerator or other source of open flame, and is also illegal to perform in a certain city or residential area. That said, there is no chance of sensitive material making it into the wrong hands once this disposal method is complete.
Pulping is essentially a process that breaks down the fibers of the documents into a liquid slurry before reusing the remaining material in the creation of post-consumer recycled content products. Pulping can be done after shredding takes place to make all information completely irretrievable. This method involves submerging your records into bleach or bleach-like chemical that breaks down the fibers of the paper and destroys the colorants of ink, completely removing the information that was originally present on the documents. The remaining material is then blended and dried for further disposal.
Clearly, there are advantages of enlisting the help of a records management specialist such as Happy Faces Records Management in the disposal of business records. We are able to provide flexible and secure document disposal methods that meet the needs of your company and take the pain out of document management.
What sets HF Services apart?
- Experience with companies of all sizes and multiple industries
- State-of-the-art tracking and web interface
- Customized solutions that work with your current processes
- Extensive nationwide reach through affiliate network
