Perhaps you’ve decided to go paperless in your office. Maybe you’re merely updating to a digital document management system.
Start by sending your backlog of business records for scanning and document destruction by your mobile document shredding service. It’s important that you comb through documents. You need to determine which ones can be eliminated and which should be saved in hard copy format.
Moving forward, you can develop policies. These will give employees a clear understanding of what they’re supposed to keep versus shred. However, first, you have to decide where to draw the line.
Here are a few tips to help you determine which documents your company needs to keep a hard copy of. Plus you’ll learn which should be passed along for document shredding.
Speak to Your Lawyer
A good place to start is by speaking with your business attorney. This professional should be able to advise you on which documents are best kept in hard copy.
In most cases, your lawyer will tell you to hang onto original copies of any legal documents. This is especially the case for those that contain signatures. That is because they could prove to be important pieces of evidence.
Specifically, this is true for legal disputes with clients, business partners, vendors, employees, and so on. Of course, you should also scan these documents as a precaution. Do this just in case the worst occurs and your original copies are somehow damaged or destroyed.
Speak to Your Accountant
Your lawyer can tell you which legal documents to keep. However, you should also speak with your CPA.
They will advise which financial documents are important to retain in hard copy. Again, this will largely focus on original copies, especially those needed for tax purposes.
Naturally, you’ll want to keep hard copies of annual or quarterly tax filings. This usually includes receipts related to deductions. The IRS is a stickler for original receipts. Therefore, if you get audited you’ll be glad you retained them.
Follow Privacy Laws
When it comes to saving or shredding documents, you also want to make sure you’re in compliance with applicable privacy laws. Your Florida document shredding service should offer compliance not only with federal, state, and local laws. That is in addition to common industry benchmarks for privacy.
This includes patient privacy laws (HIPAA) related to requirements for handling medical documents, just for example.
Perhaps you aren’t necessarily beholden to all of these rules and regulations. You still want to make sure that you shred documents. Thus, the highest standards for privacy and security are observed.