What you need to know about proper Document Shredding
Crimes such as identity theft, business espionage and financial fraud are on the rise. To protect personal and sensitive information pertaining to your business, in-house or offsite
document shredding is a must. Consider these dos and don’t rules for shredding documents.
Do:
- Do a once a year purge of information that should no longer be kept
- Do strategic shredding before you relocate to a new office
- Shred Sensitive Documents: Sensitive documents should always be shredded to protect sensitive information, such as financial data, employee records, and customer information. This includes documents that are no longer needed, such as tax returns that are past the retention period.
- Use a High-Quality Shredder: A high-quality shredder can ensure that documents are properly destroyed and reduce the risk of information being reconstructed. Consider investing in a cross-cut shredder, which cuts documents into small, confetti-like pieces.
- Dispose of Shredded Documents Securely: Once documents are shredded, dispose of them securely. This can include recycling them or using a secure shredding service.
- Educate Employees: Educate all employees on proper shredding procedures, including what documents should be shredded, how to use the shredder, and how to dispose of shredded documents.
- Follow Legal Requirements: Certain types of documents may be subject to legal requirements for retention and disposal. Make sure to follow all laws and regulations to avoid any legal issues. For example FACTA.
Did you know?
When there is a lawsuit, your business records – including copies that individuals have retained and any items deleted from the system – may be identified as discoverable. Knowing what to keep and what to destroy is vitally important. Learn about the
Top 10 record storage mistakes.
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Don’t:
- Shred Documents Prematurely: Some documents should not be shredded immediately. For example, contracts and agreements should be kept for the life of the agreement, even if they are no longer in effect. Make sure to follow retention requirements for each type of document.
- Mix Shredded and Unshredded Documents: Mixing shredded and unshredded documents can lead to confusion and increase the risk of sensitive information being leaked. Keep shredded and unshredded documents separate.
- Shred Without Checking for Personal Information: Before shredding a document, make sure to check it for personal information, such as social security numbers or account numbers. If personal information is present, shred the document.
- Use an Unsecured Shredding Service: If you use a shredding service, make sure that it is secure and reputable. Choose a shredding service provider that has a proven track record of properly shredding documents and disposing of them securely.
- Forget to Shred Digital Documents: Digital documents can contain sensitive information as well. Make sure to properly dispose of digital documents, such as by deleting them securely or using a digital shredding service.
