Data breaches and identity theft, once freak occurrences, have become commonplace in today's hyperconnected world. In 2021, the average data breach cost over $4 million. While many businesses have taken additional steps to protect their digital assets and liabilities, the same crucial attention is often forgotten for hard copies.
By simply placing confidential information in a recycling bin, you don't know who might find it. A single document falling into the wrong hands could spell disaster for your business. Securing and destroying files is critical for protecting your business.
By simply placing confidential information in a recycling bin, you don't know who might find it. A single document falling into the wrong hands could spell disaster for your business. Securing and destroying files is critical for protecting your business.
How to Secure Documents
How can you ensure your business is taking the appropriate measures to secure the proper documents and files? A few techniques, such as the following, can ensure the security of your physical documents:
Finally, shred those documents that are obsolete or irrelevant. Outdated documents are nothing more than liabilities. But which documents are those?
- Install alarms. Like any form of insurance, you hope it's never necessary, but in the worst case scenario, it can be the deciding factor in whether your documents remain safe.
- Label documents clearly. This will help you keep track of your documents and be able to better insure their safety.
- Regularly audit your files and documents. Double check everything is where it should be, and identify documents that aren't needed anymore.
Finally, shred those documents that are obsolete or irrelevant. Outdated documents are nothing more than liabilities. But which documents are those?
What Documents Your Company Should be Shredding?
Understanding your documents can be major liabilities is the first step in protecting your livelihood, but what's often less clear to business owners is which documents you should be shredding.
Here are a few examples of items that your office should be shredding:
Here are a few examples of items that your office should be shredding:
- Contracts with customer names and addresses
- Employee agreements with social security numbers
- Bank statements
- Check records
- Payroll records
- Tax records
- Credit Card numbers
- Accounting statements
When Should Your Company be Shredding?
There's no one-size-fits-all answer here, as each business will have different needs: a hospital or medical service provider who sees a large number of clients might need to be shredding documents daily while a lawyer with a small practice might only need to shred documents on a monthly basis.
The important thing, however, is that you make document destruction a standard operating procedure. Additionally, contracting a National Association of Information Destruction (NAID) certified company to destroy your documents regularly can protect you from some liability, even if documents do end up in the wrong hands.
The important thing, however, is that you make document destruction a standard operating procedure. Additionally, contracting a National Association of Information Destruction (NAID) certified company to destroy your documents regularly can protect you from some liability, even if documents do end up in the wrong hands.
R4 Services Can Help Protect Your Business
Whether you're a medical service provider, a B2B business, or anything in between, R4 has simple shredding solutions that can take liabilities off your plate. Contact us today to learn more about how we can help your business, or check out our options for document destruction.
Prior to shredding your documents, make certain that you are not required to store and maintain records for a given time period. Consult with R4 Services or your governing entity.
Prior to shredding your documents, make certain that you are not required to store and maintain records for a given time period. Consult with R4 Services or your governing entity.
RSS Feed
