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
- 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 Outdated documents are nothing more than liabilities.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?
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?
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
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.