How To Keep Sensitive Documents Safe Before Shredding

In today’s digital world, there are still many documents and files that companies keep onsite.  Keeping them safe before shredding is a crucial step for all businesses. Protecting your company’s confidential records ensures that you are doing all you can to safeguard against corporate identity theft and unauthorized access. Here’s a guide on how to ensure the security of sensitive documents before they are shredded.

Why Keeping Documents Safe Before Shredding is Important

Shredding documents is the only way to ensure your sensitive company data is protected–here are a few reasons why it’s so important:

• Minimizing the risk of unauthorized access
• Compliance with local, state and federal mandates
• Peace of mind that your business is protected against breaches, loss and theft

Organization of Documents and Files

One of the first steps is to ensure that documents and records are organized and categorized based on their sensitivity. Classify them into categories such as personal, confidential, or highly sensitive. This allows you to lay out guidelines for who has access and how and where to store them safely at the workplace.

Storing Documents Securely

All physical documents should be stored in a secure location. Use lockable cabinets or rooms accessible only to authorized personnel. For digital files, choose encrypted folders and secure servers.

Digital Documents should be Encrypted

Using encryption tools adds an extra layer of protection for digital files. So even if unauthorized access happens, the content is unreadable to those who do not have access to the appropriate decryption keys.

Allow for Limited Access

Both physical and digital documents should have access guidelines set up. Access should be limited to only those staff members who need the information, which in turn reduces the risk of internal security breaches.

Schedule Audits at Regular Intervals

Scheduling and conducting regular audits allows you to track who has accessed documents and usage. This step allows you to stay on top of any changes or abnormalities and unauthorized access promptly.

Shredding Protocols

All staff who need to know, should be aware of shredding protocols within your organization. This includes which documents are shredded and when, in addition to understanding the importance of keeping documents secure and the rules relating to recycling.

Staff Training

All employees should be trained on the importance of handling secure documents properly. This includes understanding the importance of document security, using strong passwords and understanding different document classifications.

All Points Mobile Shredding is the trusted provider for many businesses across Florida. We are a family-owned and operated company founded in 1994 and provide full service shredding and destruction. Our state-of-the-art shredding trucks come directly to your office and perform the shred while you witness the process. Give us a call today or complete the form on this page to get a quick quote.