Some mistakes are harmless, while others have severe consequences. Document disposal is the perfect example: If one of your paper files is tossed in the trash and results in the exposure of confidential information, your business could be fined or sued—or both. To prevent this from happening to you, we’re sharing some of the most common document destruction mistakes along with ways you can avoid them:
Mistake #1: Relying on Office Shredders
Office shredders seem like a good option for shredding the occasional document, but they aren’t an efficient or secure solution for large-scale document destruction. You can only shred a limited amount of paper, staples and paperclips must be removed from documents, and the shredding receptacle must be emptied often.
If you want to save time and make sure your documents are securely destroyed, hire a trusted and dependable document destruction provider. With this option, locked collection containers are delivered to your office. When the containers are full, a background-screened shredding technician collects the contents and either destroys your documents on site or transports them to a plant-based shredding facility for destruction.
Mistake #2: Using a “One-Size-Fits-All” Retention Policy
A retention policy reduces liability and ensures compliance, but keeping those documents after they’re no longer needed increases privacy risks and storage expenses. Remember: Different records have different retention lifespans, so it’s important to have a process for designating and reviewing final disposition dates for every type of document your business utilizes.
Mistake #3: Failing to Prove Destruction
Without a verifiable document destruction process, your company can’t prove compliance with state and federal privacy laws. A professional document destruction service provides a Certificate of Destruction at the completion of each shredding project. That way, when a regulator or auditor shows up at your doorstep, you can show them proof of your company’s compliance.
Mistake #4: Not Partnering with a NAID AAA Certified Provider
Not every document destruction provider is NAID AAA Certified. The National Association for Information Destruction (NAID) is the non-profit, standards-setting body for the information destruction industry. NAID AAA Certified data destruction companies must pass ongoing audits by third-party security professionals so you know your media is destroyed within a strict chain of custody and according to the highest industry standards. If you want your documents destroyed with the highest ethical and professional standards, choose a NAID AAA Certified provider.
Mistake #5: Choosing a Global Document Destruction Company
Global document destruction companies are notorious for treating their customers like numbers and using a one-size-fits-all approach for every business. But every organization has unique document shredding requirements. A locally-owned document destruction partner understands what small and medium businesses need and can offer shredding solutions tailored to fit each client’s individual needs. They’re committed to protecting your privacy and serving your community.
We hope you take this information and use it to avoid making these common document destruction mistakes and choose the right shredding provider for your business.
Pacific Records Management provides document and data destruction 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.