Inside TDV - The Data Vault Blog
The Do’s and Don’ts of Shredding
Every business has a legal and ethical obligation to protect the privacy of its employees and customers. Unfortunately, a lack of shredding best practices can quickly undermine that responsibility. Here are some key considerations for ensuring a secure information disposal solution:
Don’t Dump Shredded Paper
Think twice before discarding shredded documents in your dumpster. Identity thieves and competitors have no qualms about stealing that bag of shredded paper. With some motivation and effort, document shredded in-house can be reassembled. Essentially, your information is free for the taking.
Do Invest in a Shredding Service
A shredding service offers a closed-loop document destruction process. Your discarded records are collected, shredded and recycled within a strict chain of custody. In the hands of a trained, background-screened employee, they go straight from a locked collection container directly to a GPS-tracked shredding collection truck for secure, off-site destruction.
Don’t Rely on In-House Shredding
In-house shredding offers only nominal privacy protection. Staples and paperclips must be removed from documents before they’re hand fed into an office shredder, which often jams. Shredding just a few files can take several minutes. This tempts employees who are already busy enough to toss documents straight in the trash or recycling instead of shredding.
Do Ditch Your Office Shredder for Good
A scheduled shredding service streamlines your document disposal process and makes it more secure. Secure collection containers are brought to your office and placed in high-traffic areas free of charge. Your employees can deposit confidential documents in the containers in the blink of an eye. It’s a secure document disposal solution that allows you to ditch your shredding machine for good.
Don’t Assume It’s Been Shredded
State and federal privacy laws require proof of secure disposal of personally identifiable information (PII) and protected health information (PHI). You can’t simply assume your employees are shredding information in compliance with regulatory rules. Even if they are 100% compliant, without documented proof, your business may face stiff fines and penalties.
Do Get It in Writing
With a professional shredding and destruction service, you can request a Certificate of Destruction when your documents are destroyed. It provides written proof of the time, date and method of destruction.
Don’t Throw Old Backup Tapes Away
Privacy protection isn’t just about shredding paper records; it means having a secure destruction solution for your backup tapes, hard drives and digital media, too. After all, the sheer volume of data contained on just one device would put any file room to shame. When your electronic devices reach the end of their lifespan, it’s not enough to erase the data and recycle them. With the right equipment, a thief can still access confidential data on erased disks and drives.
Do Hire a Media Destruction Partner
A media destruction service ensures your data is destroyed permanently. A mobile shredding truck comes to your business and destroys digital media on-site while you watch. Your media destruction partner gives you a Certificate of Destruction and recycles your destroyed media.
Keep identity theft and business fraud at bay by following these do’s and don’ts.
The Data Vault provides shredding solutions for businesses in and around Louisville, Kentucky. For more information about our shredding and destruction services, please call us at 502-244-1151 or complete the form on this page.