Document Destruction – The Ultimate Security for Proprietary Business Data
Just as files security is a major issue for files kept on computer networks, document destruction should also be an annual line item in business budgets.
Consider the sensitivity of all of the types of documentation businesses regularly retain in filing systems. It isn’t unusual for business competitors to manage to gain access to documents that are not properly destroyed.
Why is Document Shredding a Necessity?
Document shredding is a necessity in businesses that must keep documents on file for a specified period of year in the event of an audit or requests from government agencies. These are usually financial, legal and proprietary product and service documents that, in the hands of competitors, could wreak havoc on business name and reputation.
Document shredding should be done as soon as data becomes certifiably obsolete. There is also the liability factor to consider when sensitive documents are not shredded by professional paper shredding services. (https://www2.humboldt.edu/its/security-paper-shredding)
How to Manage Document Destruction
If at all possible, there is a two-stage method of ensuring business documents cannot be retrieved for any future use. The first step is immediate in-office shredding with a comprehensive office shredder. The second stage is to have paper shredding services shred these pre-shredded documents and prepare them for final destruction.
Government documents are frequently shredded in this manner so that nothing remains of the paper trail. This is especially important for the type of documents that are linked to government contractors. (Ref. http://iss-ssi.pwgsc-tpsgc.gc.ca/msi-ism/ch5-eng.html).
Shredding Services – A Business Investment in Security
The cost of regular paper shredding is a business investment that reaps a great return. Business owners have peace of mind knowing sensitive documents are permanently inaccessible and also the potential for legal action no longer exists after documents are properly shredded.
Paper shredding services can be found throughout North America. It is important to compare the types of shredding methods used by each service that is under consideration. The frequency required for destruction of documents affects the cost of the services. Also, today’s shredding services offer mobile, onsite and offsite shredding of paper, computer disks and large business manuals. Avoid the drop off type of paper shredding contractor unless there is a special security drop off area that cannot be accessed from outside the facility.
How to Set Up a Regular Business Schedule for Destruction of Documents
Law firms, accountancies and research and development facilities all require regular destruction of documents. Schedule these services when there are lulls in the usual business phases. For some businesses, this may be at the end of every fiscal quarter. The scheduling of shredding of documents depends on the volume of documents to be destroyed.