End of Year Shredding Best Practices for Businesses
Soon, we’re are moving into tax
season. Hence, many companies are busy with year-end accounting and records
management. Really, the size of your Florida business doesn’t matter.
No doubt, you’ve added lots of
information in paper and digital form. Likely, you’ve replaced old computers, printers
or other peripherals. Perhaps, sensitive data slated for shredding or disposal is
piled up. Maybe, it’s in a storage closet somewhere.
Yet, data protection is not
something to take lightly. Possibly, yours is a young start-up company or seasoned
business. In either case, responsible data shredding is critical. In doing so,
it ensures a profitable and data-safe future.
Therefore, let’s look at some proven
strategies of document shredding.
Make It A Formal
In reality, end-of-year tasks take lots
of time. Also, they’re challenging. Thus, make it easier by making an announcement.
Essentially, have your staff collect anything in their workspace or department for
Actually, formalize this process by establishing an in-house plan. With it, you label all data to be destroyed. Then, schedule regular “clean house” days. In doing so, everyone pitches in. Additionally, make the strategy even more effective. Select a trusted team member to oversee the shred-fest.
Do Your Detective
Of course, it’s a tall order to sift
through every scrap of paper in your Florida office. Yet, you must determine
what should stay and what to shred. Most companies have lots of files and
digital documents lying around.
Indeed, these are never to be used
again. However, rarely used documents just sit there. In fact, they’re vulnerable
to theft or breach. Consequently, make it an investigative game.
Sort through everything, targeting “culprit” documents for shredding. Perhaps, you’re too busy at year-end. In that case, plan to make this happen a month earlier. In doing so, it keeps everyday production running smoothly.
Retain and Conquer
Perchance, you’re fully aware of
specific document retention periods. They’re set forth by industry or
government regulations. Thus, are you adhering to those times? Often, large
Florida companies have internal document retention guidelines.
Though, even a three-person office should know what to keep and for how long. Factually, this knowledge allows you to regularly shred documents. It’s done per established regulations.
Certainly, the end-of-year is a great time to look at something. It’s how the rest of the year flowed in terms of shredding and recycling. Hence, check for any weak or problem areas. Then, adjust as needed. Ensure you partner with a solid and seasoned data destruction company. In doing so, you’ll launch into a successful new year.
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