Rethinking Paper and Privacy: The key to properly destroying sensitive data

Not everyone is a data security expert. Businesses in particular are under pressure to have all the answers when they don’t necessarily have the information, the training, or the resources to fully understand the depth of the problem. That’s why it’s so important to recognize when it’s time to bring in a partner who knows the business of data protection, and who can help you achieve your business goals.  

A true document management partner will help you protect your data effectively, reduce risk, ensure your client and employee information is as secure as possible, in a cost and time-effective manner. The wide variety of services we provide as a partner in data security include document imaging, record destruction, film recycling, and more. Our expertise is built on years of experience protecting the information of real clients and real businesses. Here’s an overview of how you should rethink your policies around paper and privacy.  

Where to Find Sensitive Data 

The most likely place for criminals to find sensitive documents that are not effectively disposed of is in the recycling bin. Ironically, many employees who throw out sensitive documents often mean well. They want to keep the planet clean and green, and likely don’t even know they have made a mistake. The best way to avoid this is to educate your team. Teach them the difference between sensitive and non-sensitive documents. What is ok to throw out with the recycling, and what requires more thoughtful disposal?  

Even information contained within your recycled documents is at risk. What a secure document destruction process really looks like is this. Documents that are identified as sensitive are placed in a secure console or container located in the workplace. These containers are then transported by security professionals to a sensitive document destruction site, where they are securely destroyed. Proof of destruction is then provided to the company to ensure that all sensitive information has been disposed of properly.  

Understanding the Risks 

An important element in a successful document management process is getting the buy in of your employees. When you are confident that they are following the correct procedure, you will be in a much better position when it comes to complying with privacy laws, and of course protecting your data. It’s good to provide ongoing training to employees about the latest procedures and privacy regulations to make sure everyone has the information they need to do their best on the job. They need to be aware of what does and doesn’t constitute protected documents and sensitive information. For example, anything with personal information, such as name, address, account numbers, and so on, is a sensitive document. Less obvious documents that also require protecting include resumes, applications, pay stubs, shipping labels, agendas, and even post-it notes.   

A wide variety of common office documents contain sensitive information. To make sure your team is making the right decisions, connect with the experts at Happy Faces Records Management today. 

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