Hard copy records and files are often the biggest source of vulnerable PPI that companies need to manage. Making sure that your business is properly disposing of documents is a critical component to managing risk and data security. The shredding service down the street might not do what you need to maintain your data security.
So how do you keep up with those proper document destruction processes? Education is key. Here’s what your teams should be doing with those documents even when they’re not in the office.
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. If your employees are printing out documents at home, they still need to comply with document destruction or disposal in order to protect your business from sensitive information falling into the wrong hands. The easiest way is to partner with a document management expert who understands the ins and outs of document destruction.
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.
Recycling
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 re-used 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 who takes on the responsibility of recycling for you, and who can help you address the challenges of balancing security protocols with a desire to be sustainable even when working from home.
Digital Files
The proper destruction of hard copy documents is only effective if it includes associated digital files. Simply deleting the files is not enough. The possibility of recovering data still exists until that space has been written over. Similar to shredding, ensure your personal information is not easily accessed. Do this by “shredding” the individual files on the hard drive. There are a variety of software programs which can shred files. But it can be confusing to know which one is right for you.
For more guidance on how to keep your data security high even in times of shelter in place orders, connect with the team at Happy Faces Records Management today.
