The protection of confidential business records and data is one of the biggest challenges businesses face. It requires taking a long, hard look at where security and privacy breach vulnerabilities may exist in your company. In this blog we offer a few tips to help you be proactive and keep your information safe.
In-house shredding of sensitive business information often puts customer and employee information at risk. Why? The need to remove documents from folders, and get rid of staples and paperclips before shredding means busy employees may not actually use office shredders. In their rush to get things done, the documents may get thrown into the trash can. And because there’s a gray area between what to destroy and what to recycle, there’s a good chance confidential paperwork may get tossed in the recycling bin.
Outsourcing your shredding eliminates these risks. Locked shredding collection containers are delivered to your office to encourage a “shred everything” policy. Your employees can quickly deposit sensitive paperwork in the containers without having to remove folders, staples or paperclips. On a scheduled basis, background-screened, uniformed and badged professionals empty your containers for NAID AAA Certified shredding. And since your shredded material is recycled, there’s never a dilemma whether to recycle or destroy.
Store Vital Records Offsite
Vital records are documents and files that are essential to the survival of your organization. These may include:
- Operational documents
- Client files
- Intellectual property
- Legal documents
- Contracts and agreements
Your vital records should be stored in a manner that protects them from natural disasters and eliminates the possibility of unauthorized access.
Professional records storage provides just that. Your vital records are stored offsite in a commercial records center featuring the following systems:
- Climate control
- Fire protection technology
- Digital surveillance
- Access control and monitoring
Only pre-screened and authorized personnel can access the records center. Your records are barcoded and tracked with sophisticated records management software, allowing you to easily request documents online for delivery to your office at any time.
Invest In Employee Training
Human error is the weakest link in the data security chain. Even well-meaning employees can fall victim to phishing scams or inadvertently give sensitive information to someone they shouldn’t. As a result, it’s important to train your staff on data security best practices.
Make sure your employees understand the following data security threats:
- Malware and social engineering
- Negligent disposal of documents and data
- Improper handling of files and media
- Password mismanagement
Be sure to review the state and federal privacy laws that apply to your business. Outline policies and procedures for preventing and responding to data breaches and offer ongoing training opportunities so your employees stay current with an ever-changing risk landscape.
When you step up your data security practices with a shredding policy, offsite storage of confidential documents and employee training, you create a win/win solution for your customers and your business.
Pacific Records Management provides document storage and shred services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties. For more information, please call us at 800-685-9034 or complete the form on this page.