Trash is one of the most overlooked objects by most establishments. We often discard sensitive company data or files as if they are a piece of junk or scrap – without thinking of the consequences.
When it comes to shredding trash, one would usually think of pieces of paper being physically torn using either one’s bare hands or an expensive piece of technology. However, shredding is not supposed to be limited to this act. It encompasses the extensive process of destroying old or outdated company records such as hard drives, floppy disks, memory cards, memo pads, or absolutely anything that contains valuable, sensitive, and confidential company information that you will pay highly if compromised.
These records for shredding often contain sensitive data that could be mishandled during transfer from origin (i.e. office) to its destination (i.e. the warehouse where mass shredding occurs). Eager fraudster could also piece together some shredded documents if they are not properly destroyed within the office. Even your computer’s recycle bin is prone to spyware stealing delicate and highly classified information. Unless you want to risk losing your job, your company, and the trust of those who depend on you, it is high time you become serious about how you handle delicate records shredded within or outside your workplace.
Welcoming the New Year with the best shredding techniques
Have a look at below list of practices and techniques that could intensify the security of shredding your invaluable documents:
1. Identify which documents you can eliminate (e.g. travel itinerary for a completed trip, operation manuals for items you no longer own, unused company blue prints, expired contracts, old catalogs, - etc.) - usually these are files which purpose has been served. Provide everyone a list of documents that they should be shredding.
2. Keep the shredding machine at three-second distance from each employee’s desk to encourage consistent shredding. Placing a shredder at every workstation, if your budget allows it, can guarantee the highest security. If you cannot afford to provide everyone their own shredder, put it near a common area where documents are handled (e.g. photocopier or printer).
3. Choose on-site truck shedders if you need to destruct massive quantities of documents. Ask the shredding company if they could come to your workplace to collect and shred business documents on-site. Delegating this task to a trusted company whose specialty is to secure destruction and management of confidential records is a smart move if you want to avoid any regrettable and unexpected theft or loss.
4. Set up or automate a quick-view scheduler or reminder for confidential record management and destruction. One of the biggest reasons people end up mishandling confidential and sensitive company records is because of the usual alibi — memory gap. Never risk your job, savings, or future just because of negligence easily avoidable through a simple reminder.
As helpful as these techniques may be for your handling and management of business records, it will always depend on how determined and organized you are. Good luck and have a worry-free day applying these tips as you welcome 2014.
