The need for paper document storage, is not going anywhere anytime soon. Even with the onset of paperless technology options, paper is still widely used. This is the reason it is essential that organizations secure a document through its entire life cycle. Utilizing a few techniques can greatly protect an organizations responsibility to remain compliant.
Document handling come under strict regulations of consumer privacy. Many laws and acts are in place to protect a consumers right to have documents and personal information handled in a protected manner. If businesses fail to comply, hefty fines and legal action may come into play. A number of public document mishandling have been recorded over the past few years:
- 8 Precinct Vote Totals Missing From Iowa Caucuses
- Patients’ files left at public dump, 4 Mass. hospitals investigating
It’s quite alarming that large organizations such as these are falling into the trap of mishandling paper documents, which is why it’s crucial that as a small business owner you have safety nets, and processes in place. A few ways your organization can avoid this trap are:
Limit Access to Documents
Not every one within your organization is required, nor should have access to confidential information of your customers. Personnel that are required to have access to this information should be monitored at all times. Decide what level of access is required by each employee and develop a secure access plan implemented and maintained on all levels of your company.
Offsite Secure Storage Facility
Storing necessary documents offsite will add an additional layer of protection to the storing of personal data. However, determining what and when these documents are stored offsite will have to be developed with a strategy. The downside of offsite storage is the need and response time for accessing this information.
Leaving stored documents endlessly in a locked storage facility however is also not the answer. Have a scheduled checks and balance to ensure these documents are securely purged once they have exceeded their time of relevance.
Secure Destruction of Unneeded Documents
After the life cycle of paper documents have expired, it’s time to efficiently and securely destroy the document. Take into consideration protocol and legal responsibility involved in how these documents are destroyed. Hiring a NAID AAA Certified organization to destroy your documents, is the safest bet.
Shred Alaska can provide in office, locked and secured “shred bins” for your office. This allows for added security between storage and the moment of shredding. The secure bins provide added protection against any unfavorable individual obtaining these confidential documents. Once the bins are picked up for destruction, they are destroyed on site and do not leave the grounds of your facility intact. There is no opportunity for loss, or damage since the destruction of all materials is handled immediately.
Our shredding and hard drive destruction services are essential to the security of businesses within South Central Alaska. Businesses store a lot of client and customer information in paper files on-site and offsite and in order to maintain security it is important to ensure that this private information does not fall into the wrong hands. While we offer premium shredding services that are NAID AAA certified, the truth is that offices are filled with paper documents that are vulnerable to being lost or misplaced, being stolen, or being accessed by the wrong people. Make sure to contact Shred Alaska to obtain a Business Evaluation as well as we can help you establish a logical “shred all” policy for your business.