Three Posters California Businesses Use to Secure Paper Documents
A dumpster diver comes across tossed patient records, including medical histories and social security numbers. Police are called when a worker in an office park notices someone suspiciously dumping boxes of documents. A man on a walk discovers stacks of invoices with personal information strewn on a sidewalk. Unusual? Hardly.
Do a quick web search on “data breach,” and an astonishing 22 million searches pop up (up from 15 million in 2016).
Data breaches have increased exponentially year-over-year—especially with accelerated digital adoption (i.e., remote work, telehealth, AI, and encryption) and increased human error since the pandemic began.
Laws protecting consumer data
Stories of sensitive material—user credentials, social security numbers, credit card data—being compromised continue to make headlines. In response, what started as a state-led data breach notification law, has been complemented by sector-specific federal data breach reporting requirements that continue to evolve.
These laws require organizations from banking to transit systems, health apps, and connected devices to infrastructure to report any unusual activity where data could be compromised.
California businesses have a significantly increased risk of massive fines and penalties for even a small breach of private data, with CCPA and CPRA providing even more control for consumers starting January 1, 2020.
The breach of a single hard drive, tape, or a few boxes of reports that contain information on 10,000 individuals could result in damages of up to $7.5 million. Most businesses cannot survive this type of incident.
Have a paper trail—to nowhere
While each company has the power, and is ultimately responsible for, keeping customer data secure and protected, Corodata, the largest independent records management company in California, can help get you there.
Corodata’s campaign to build “Shred Awareness” among California’s businesses has been growing. Corodata has accomplished the following:
- taking an active role in building awareness of the importance of secure paper documents shredding
- making sure businesses understand their role in storing, securing, and shredding their documents
- providing easy and accessible tools that businesses can use to tighten the security floating around the office
With so much at risk for customers and businesses, here are some ways for you to take charge and secure paper documents:
1.
Hold a Crash Course on Document Shredding
Pop quiz: Could your staff pass a crash course on secure document shredding? After all, no alarm sounds when a piece of paper containing someone’s personal information crosses an employee’s desk.
To get everyone up to speed, you can hold a “5 Step Crash Course” bringing “shred awareness” to the company culture.
To keep security top of mind, refreshers are key. This includes:
- Starting with employee orientation and training
- Swapping out recycle bins with shred bins
- Reminding staff to always shred documents with personal data
Pro Tool:
Download the what to shred poster and display it in high-traffic areas, like the break room or hallways. Or for employees’ remote offices.2.
Simplify with a ‘Shred Everything’ Policy
One way to bypass the guesswork on whether a document should head to the shredder or the recycling bin: Shred all paper. Pros for a shred everything policy include no guesswork, reduced worry that sensitive material will fall into the wrong hands, and it’s a snap to train.
3.
Call for a ‘Clean Desk’ Code
A clean desk policy asks that your people keep their desks clean. It’s not that you’re asking them to pull out the dust bunny (although that’s a good idea too) but rather to keep it clear of any documents that may include confidential or private information. To lock it up or shred all documents before they head out or away from their work.
With remote and hybrid work, it’s tougher to hold your employees to this. But, you can help them succeed by providing them with the tools they need and educating them on the benefits.
Tools like:
- Filing and storage cabinets that lock
- Password-protected access to printers and copiers
- Encouraging a paperless workspace by storing all your records off-site
- Quarterly in-office shredding events timed with the company’s regularly scheduled shredding service
- Eight easy steps to a more organized desk
