Every company has their own system for records management. These days, more companies are upgrading them.
Thus, they seek low-cost, secure, and convenient digital storage systems. These allow them to handle any backlog of paper records.
This is done by giving them to a reliable mobile document shredding service. First, they’ll scan them. Then, they’ll be destroyed.
Of course, you might be understandably nervous about making this switch. Perhaps, you digitize your records.
In that case, you might prefer to hang onto original hard copies as a backup. However, this is a mistake.
You’re better off creating digital backups. Then, get rid of hard copies altogether. Contrarily, there are special cases like signed contracts and tax documents.
Keeping and storing documents is inconvenient and expensive. First, you have to pay for storage space to house these documents.
Yet, it can be difficult to locate them when needed. Thus, digital documents are superior on both fronts. Also, you need to understand something important.
It’s the liability associated with keeping all hard copies instead of slating them for document destruction. Here’s what you should know.
There are no laws that say you can’t keep hard copies of data if you desire. However, privacy laws are clear about your responsibility.
After all, you must protect the sensitive, personal data entrusted to you by customers, employees, and others. Perhaps, it’s in digital format. Maybe it’s on hard copy.
In either case, steps must be taken to secure confidential data against theft.
The Problem with Hard Copies
What about the risk of losing hard copies to fire, flood, pests, or other threats? In fact, these can be counteracted by simply creating digital backups of data.
However, you’ll find yourself in legal hot water if data is stolen. That’s regardless of whether the source is digital or hard copy. You will need to save some documents for a period of time, in case of an audit by the IRS.
What if you continue to hang onto documents past their suggested retention period? In doing so, you’re putting yourself at unnecessary risk.
By foregoing document shredding, you have to store paper files on-site or at a storage facility. These hard copies could be easier to steal than digital data. This is often done by employees.
Hence, this could result in a data breach or identity theft. Additionally, it may result in damage to your company and your reputation.
Therefore, create a business partnership with a reliable Florida document shredding company. Thus, you’ll have the opportunity to clear out storage space for other uses.
Also, they’ll digitize documents for greater security and access. In doing so, you’ll avoid the legal liability associated with data on hard copy.