Data Protection: The key to protecting hard copy documentation

Data security is a concern for businesses of any size or within any industry. The risk you expose your staff, your clients, and your business to by not building a secure data environment is real. Now is the perfect time to take a fresh look at your policies around data management, especially now that many companies are managing documentation both in hard copy and digital format. Here are several things to keep in mind when developing your document security protocols with data protection in mind.   

Understanding What Is Required of You In Terms of Compliance  

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. Always check that you are in compliance with archiving and retention policies before disposing of documents. This can depend on your unique industry, your agreement with the client, and local laws and regulations as well.  

Document Destruction Procedures that Prioritize Security 

Sensitive information comes in many formats, from digital files stored in the cloud to the traditional banker’s boxes of files stored in an old-fashioned archive. The process may be different for each. But the overall idea is the same. The sensitive information must be protected throughout the disposal process to avoid any unnecessary exposure or risk.  

To start, shredding of paper files is a common practice. But for those companies with more documents than can be managed on their own, enterprise-level document disposal might be a better fit. It’s worth noting that a simple shredding is not always enough to completely protect the information contained within. Even shredded documents may still be reconstructed. This can result in privacy violations and possible legal action if the content is sensitive and worthy of protection. Make sure you are working with a high-quality document management company. They can take the guesswork out of destroying and recycling for you in such cases. 

The proper destruction of hard copy documents is only effective if the digital files associated with those documents are also destroyed. It’s not enough to just delete the files. An unauthorized party can recover data until that space is written over. Electronically shred individual files on the hard drive to make sure your personal information is not accessible. There are a variety of software programs that can shred files. But it can be confusing to know which one is right for you. 


Protect your company with the security and convenience of a document management partner like Happy Faces Records Management. We help maintain customer security as your highest priority. Call today to talk with a representative. 

Leave a Reply

  • (will not be published)