Document Destruction Best Practices

document destructionAlmost all businesses deal with sensitive and confidential information in some capacity, whether its customer financial information, health records or other critical data. No matter your industry, it’s important to have proper destruction processes in place to prevent a security breach.

Below are best practices that all companies, regardless of size or industry, should have in place regarding their document destruction:

Regular Shredding – It’s important to shred documents on a consistent basis. Even today, a large number of theft is physical, such as dumpster diving. Regular shredding minimizes this risk.

Keep Sensitive Documents Only as Long as Needed – Once you no longer need the information, shred it! Again, this minimizes the risk of identity theft or a security breach.

Company Culture of Shredding – Communicate the importance of document destruction to all employees. Train your staff, including all new employees, and ensure there are systems in place for proper document handling.

Use a Professional Service – Professionals are trained to handle the documents properly. This gives you confidence in your data destruction and can provide a Certificate of Destruction for your records.

Compliance with Federal and State Regulations – Different industries have different regulations and laws (HIPAA, GLB, FACTA, PIPEDA, etc.). Know what yours are, and follow them. Repercussions for non-compliance are not only costly, but can damage your company’s reputation.

Environmentally Friendly – A good professional service will practice environmentally friendly processes, but always shred BEFORE recycling. Electronic data can often be recycled, but it’s critical to clear off sensitive information first. Make sure there is no personal or competitive data before donating or recycling.

Proper document destruction is crucial to protect your business and customers to prevent costly and damaging mistakes. To learn more, contact Tristar Document Shredding today.

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