Business shredding policy design and implementation are essential for mitigating a wide variety of data security risks. In an office environment, sensitive documents must be secured according to applicable state and federal agency regulations. Otherwise, your business is exposed to legal liability and damages for lost or stolen information. If you run a medical or dental office, HIPAA compliance is a major factor in your day-to-day operations. Diligence is also required from businesses who handle sensitive financial information (FACTA compliance).
Storage Areas and Devices
Optimizing your business shredding policy starts with secure storage areas and equipment. Document retention procedures vary given the nature of an organization’s day-to-day operations. For instance, the University of Connecticut limits storage facility entrance to authorized personnel with the appropriate keys or access cards. If you run a small business, access can be controlled via a locked cabinet in a secure office. It is imperative to safeguard medical records, social security numbers and banking information before shredding.
Regular cleaning of desk drawers and cabinets goes a long way in preventing data security risks. For example, the University of Connecticut requires its personnel to secure the following devices on a regular basis:
- Fax machines
- Desktop computers
Routine Document Shredding
Shredding is a process that requires the right personnel and equipment. There is no reason to put sensitive information at greater risk during the shredding process. Outsourcing to a trained and vetted third-party professional like Sergeant Shredder just makes a lot of business sense (and cents).
Your business shredding policy directly impacts the data security issues your organization faces. Optimizing your retention and destruction plan starts by securing storage areas and operating devices. The final piece of the puzzle is performing document shredding on a regular schedule, eliminating unnecessary risk for your business.