Many businesses deal with confidential data. This includes company planning, financial, and sensitive consumer data.
These days, the lion’s share of data is stored and shared digitally. Thus, businesses ensure the use of firewalls, passwords, and other forms of digital protections.
These strategies help to keep confidential data away from those who shouldn’t have access. This accounts for both internal and external threats of theft.
Additionally, you need to think about the information that ends up on hard copy. Perhaps, you’re storing paper copies in locked filing cabinets.
Maybe, you are preparing them for document destruction. In either case, you need policies in place. They will dictate how to handle confidential documents in the office.
How to Handle Confidential Documents in the Office
Of course, protecting consumer privacy is an ethical concern. Yet, it’s also a legal obligation. You must comply with federal privacy laws.
In some cases, there are industry-specific regulations. These include HIPAA or FACTA for medical and financial information, respectively.
There are parameters in place for storing data in digital or hard copy format. Also, digital destruction and document shredding must meet requirements.
Consider the handling of documents containing confidential data. In fact, you need to ensure that only designated employees have access.
A clean desk policy is a good place to start. In reality, it requires that employees clear documents off of their desks.
This needs to be done before end of day, every day. Keep sensitive documents under lock and key in secure filing cabinets or drawers.
Destroying Confidential Documents
It’s critical to destroy data in hard copy form. Therefore, your trusted Florida document shredding company can help.
These professionals will provide you with locking bins for your office. From there, your mobile document shredding service will arrive on schedule.
Then, they’ll remove bins and shred documents as you watch. Finally, they will securely haul the remains away for recycling.
Some service providers will offer other services. This includes scanning documents prior to shredding. In doing so, you can keep a digital copy of data for your records.
This is particularly useful if your organization is trying to go paperless. Also, it’s great if you have a backlog of records to scan.
Actually, find a company that offers proof of destruction for your records with Certificates of Destruction. The right partner will ensure compliance with privacy laws.
Additionally, they’ll provide the security needed to keep sensitive data out of the wrong hands. This includes unscrupulous employees and dumpster-diving thieves.