Due to the steady rise in the frequency and severity of data breaches in Florida, most businesses have made large investments to upgrade their digital information security measures. However, while the focus and spends on robust IT applications and IT infrastructure has increased manifold, the vulnerabilities of physical information security are sometimes underestimated or ignored. Any negligence or mistakes in managing sensitive or confidential paper files or documents could pose considerable risks to your business, including increased liability exposure, business fraud, or even identity theft issues. These potential threats could make your company more susceptible to
- Reputation and revenue losses
- Customer or employee attrition
- Hefty regulatory fines and expensive law suits
The experts at Crown Information Management shed light on the preventable missteps while managing or shredding documents.
Tips for Secure Document Management and Shredding
Here are some of the mistakes to avoid during document management, along with tips on document shredding best practices:
- Mistake #1: Not Institutionalizing a Document Management Policy: Information security is critical throughout the lifecycle of your records and documents. Whether it is document creation, classification, storage, retrieval, preservation, or destruction, you need a plan that defines relevant timelines, responsibilities, access controls, and other information security protocols. Creating a formal document management policy is the first step towards efficient information security measures.
- Mistake #2: Hoarding Documents: Many organizations make the mistake of holding on to documents for too long. However, preserving documents beyond their minimum retention period will not only eat into valuable storage space, but also increase the risk of theft or legal issues. Proper indexing and classification of your documents will ensure timely destruction as per the applicable regulatory or industry norms.
- Mistake #3: Using Office Shredders: While using office shredders may seem like a cost-saving option, they may actually be an expensive proposition. Since most machines are prone to paper jams, overheating, and mechanical problems, maintenance costs in the long run will be higher. You also need to allocate valuable time, money and resources for removal of pins and staples, and the actual shredding of documents. Moreover, any in-house shredding process is subject to negligence or human errors, which may mean the improper or incomplete disposal of confidential records.
- Mistake #4: Inconsistency in Compliance: With evolving regulations, privacy protection laws and industry norms, the rules and guidelines regarding document preservation or destruction are likely to change over time. If your staff is not well-versed with the applicable regulations, your company could face legal action and fines, especially if there is any loss or leakage of Personally Identifiable Information (PII) or Protected Health Information (PHI). Hiring a professional shredding service will ensure timely and proper preservation or disposal of your paper files and documents and help you avoid unnecessary hassles.
- Mistake #5: Not Using a Certified Shredding Provider: There is no shortage of professional shredding companies in Florida. However, not all of them are NAID AAA certified. Hiring a NAID AAA certified shredding company will ensure that your document destruction is in safe hands. Certified providers strictly adhere to the highest ethical and security standards for irretrievable destruction of your paper records, as well as digital drives, ensuring greater peace of mind for you.
For safe and cost-efficient paper shredding solutions count on a NAID AAA Certified company such as Crown Information Management. Call 800-979-9545 to discuss your requirements with our data destruction experts or request a free estimate online.