4 Best Practices for Safe Document Destruction

One of the most little thought -out procedures in organizations is document destruction. It is never given the attention it deserves, yet this can cause serious problems to the company. Document destruction is an important part of information handling which plays a significant role in determining the success of a business. Documents, whether they are paper-based or electronic, must be managed in the best way possible, even for the purpose of protecting vital business information and secrets. Consider adopting the following best practices for disposing documents:

1. Don’t keep documents that you no long need
This is particularly applicable to companies that operate in regulated industries. Businesses should devise policies that explain the retention periods for documents and a detailed guide of how to dispose of various types of documents. This way, every member of the organization or the people responsible for paper shredding and hard drive destruction know exactly how to go about it without putting the company at risk.

2. Do it on a regular basis
Paper shredding should always be done regularly. Scheduled destruction of documents saves a company from the agony associated with piled up paper waste, besides minimizing the chances of intentional or unintentional breach of security. Instituting a “shred-all” policy goes a long way in preventing sensitive information from falling into the wrong hands. It also helps in elimination of frauds such as identity theft crimes.

3. Security consciousness
It is true that companies are doing their best to make their activities as eco-friendly as possible, and recycling has become the order of the day. However, in as much as you are contributing to environmental sustainability by disposing your documents into a recycling bin, you need to consider possible risks. Recycling must be done with the need to ensure security in mind. Some sensitive documents such as the list of customers, documents outlining strategic plans, trade secrets, and pricing information should be highly guarded – lest they fall into the wrong hands. The security breach is yet another thing that businesses need to watch out for. A reliable records management professional comes in handy when it comes to protecting sensitive company information.

4. Find a reliable record management service provider
Look for a reputable provider of secure document shredding services. The right information technician should avail secure collection containers that allow convenient disposal of bulk business records. Once the containers are filled, the vendor arranges for them to be picked up and transported to a safe shredding site. Shredding and recycling processes almost always take place in an offsite facility. A certificate of destruction is usually issued upon the completion of the process. The certificate verifies the business owner’s legal due diligence as well as compliance with standards of private protection.

Organizations needn’t forget that dishonest employees exist who can let out its trade secrets at the earliest opportunity. Finding a reliable paper shredding service is one of the surest ways of safeguarding business interest in matters information handling. More information and resources can be found on the Shred-it website.