Many businesses are opting to move into the digital era by going paperless. This allows for a more convenient and space-saving method of operations. Additionally, it helps businesses to go green by reducing waste and slowing deforestation.
That said, you do need to be careful when it comes to document destruction. You can’t just throw all of your past records into the trash with no thought for security. It won’t preserve the data they contain. Thus, it’s necessary to have a strategy that will ensure compliance with applicable privacy laws. You need a guarantee of business operations continuity.
In other words, you must find an accommodating Florida document shredding service. They will scan your hard copies to digital format before shredding them. You also need to understand which documents need to be shredded. Also, the ones that should be retained perpetuity.
Here are a few guidelines to follow when it comes to document shredding for your business.
Shred it All
Okay, you shouldn’t actually shred all of your documents. However, you should get into the habit of shredding any documents you plan to dispose of. In fact, you should adopt a policy to this effect. Thus, there’s no confusion on the part of employees.
Perhaps you tell employees to shred some documents. You say it’s okay to throw others in the trash. In doing so, you’re setting up a situation in which documents could easily end up in the wrong place. This can open you up to potential liability. What if an employee accidentally throws away a document that should have been shredded? That could lead to a dumpster-diving thief getting a hold of confidential data.
Is your employee to blame? Are your unclear policies at fault? It doesn’t really matter. That’s because the buck stops with you. Your company will suffer if a data breach or identity theft results from such a scenario. The solution, then, is to simply prohibit the disposal of documents in trash cans. Instead, you need to shred everything.
Which Documents to Retain
Don’t pack up your entire backlog of business records and hand it over to your trusty mobile document shredding service. Rather, you should know that there are a few types of documents you shouldn’t shred. For example, it’s advisable to retain tax records for seven years.
In addition, you don’t ever want to throw away original, signed legal documents. These may be needed in the event of a lawsuit. Pretty much everything else can be digitized and shredded. However, some documents need only be saved for a short time. This includes job applications, which you might want to retain up to three years before shredding.