3 End-of-the-Year Document Tips for Orlando Businesses
With the end of the year quickly approaching, the topic of document shredding comes up often. Documents containing sensitive data need to be shredded not only to protect the company but protect clients, as well. When future customers know you handle their information with care, it will help your business grow. To help prepare yourself for these clients and more, follow these end-of-the-year document tips.
1. Develop a System for Shredding
Sending a company-wide email may seem like the simplest way to ask employees to gather any documents that need shredding. However, emails go unread or get forgotten about. Since you can’t page through every document, developing a systematic approach may make things more organized.
You could designate a specific day and time as a group clean-out for the entire business. Appoint one person in charge of collecting all documents that need shredding from each department.
2. Don’t Focus Only on Paper
Although paper is the first thing that comes to mind, other non-paper items may need shredding at the end of the year.
For example, the following items may also contain sensitive information:
- Hard drives
These items should be shredded rather than placed in a landfill. Not only will this free up storage space, but it will also help you maintain compliance with federal regulations.
3. Follow Industry Policies
The end of the year is an excellent time to research the industry standards for storing sensitive information. There may be state laws around retaining documents — you’ll want to ensure you comply.
Yes, this is for liability purposes, but when you are aware of the current requirements, you can dispose of any unnecessary documents without worrying about repercussions in the future.
The end of the year is also a good time to evaluate the effectiveness of any in-house retention policies your company has put in place. You may find that you are keeping too many documents. Perhaps some were shredded prematurely. Adjust your policies regularly until you’ve found a retention system that works for your business.
Bonus Tip: Call the Shredding Pros
ShredQuick can help you protect your company’s sensitive data. During your end-of-year purge, let us provide one of our premier shredding services to destroy your documents, hard drives, and old computers safely and securely. After, you will receive a Certificate of Destruction for your devices. All shredded paper is recycled.
Contact us today to get a free quote for your Orlando business.
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