Different Categories of Documents That Are Eligible for Shredding
These days, running a business
involves an array of demanding and evolving responsibilities. This is
especially true with a growing or busy, product-centric company. However, there
is one thing all companies can count on.
It is paperwork. We are talking
about records of all kinds. That includes employee hiring, product shipping,
and annual reports. In truth, these demand lots of paper. Thus, when all’s said
and done, that paper has to go somewhere.
In reality, you can store paper
records for years. Yet, at some point, you’ll run out of space. Maybe, you will
pass a record’s expiration date. Hence, all those records are vulnerable to
theft or a breach.
Also, they can be damaged physically from fire, flood, or another event. Additionally, Florida companies must comply with a variety of federal and local laws.
These include HIPPA and FACTA, the
Fair and Accurate Credit Transactions Act. Within FACTA are regulations
regarding document shredding. By complying, you’ll protect the personal data of
employees and customers.
Partner with a professional document
shredding service. Truthfully, it’s the only reliable method to ensure
compliance with these laws. Also, you’ll maintain the security of sensitive
There’s something to do before
beginning that relationship. Actually, it’s taking some time to learn which
types of documents are eligible for shredding. After all, they need to help in your
proactive records management.
Here are three of the main types of
records to line up for collection with a Florida document shredding service:
In-House Business Records
Really, most companies must store
hard copies of records for three to seven years. After that, the records’
validity, or business “shelf life,” ends. Therefore, you should review the
Then, destroy those that have
expired and store the rest. Finally, your partner shredding company will
transfer expired documents to a secure shredding facility. Maybe, they will
conduct the shredding onsite.
Typically, this category of records includes
individual staff records. This includes project documents, daily task records, and
performance evaluations. Often, these are kept in their own desks or storage
cabinets. Perhaps, some of these records might seem “harmless”. Yet, they usually
contain information leading to future legal issues.
Maybe, the documents contain personnel or client data. Thus, their destruction is essential to avoid a breach of data protection laws. Fines, license revocation, and angry customers are all likely and undesirable results
Of course, you need to ensure smooth
business sailing. Accordingly, your Florida company offers professional
shredding onsite, facility-based, or via mobile means. They do this according
to your specific needs. Onsite shredding, for example, is convenient. Also, you
can oversee the process in real-time.
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