A document shredding policy benefits all companies, irrespective of size and type. If you haven’t yet implemented one, there’s no better time to get started. Here are four good reasons your business should shred its confidential documents.
1. Less Paper Clutter
Leased office space isn’t cheap, so cluttering it with paper records isn’t a financially-sound business decision. Regular shredding of expired, sensitive documents and files creates more room for revenue-generating activities. Simply put, an office that isn’t cluttered with documents is more profitable and productive.
A professional paper shredding provider offers the most inexpensive and efficient solution for routinely destroying your unwanted records. On a weekly, monthly, quarterly or as-needed basis, your documents are collected from locked containers in your office and destroyed with the highest level of security and confidentiality.
2. Identity Theft Prevention
Identity theft criminals target businesses that collect confidential personal, financial and medical information from their customers, and they’re especially adept at capitalizing on negligent document disposal practices. Dumpster diving is an easy, low-risk way for thieves to steal credit card information, social security numbers and other sensitive client information. And identity theft is made even easier when your employees carelessly toss documents in the trash.
Maintaining a consistent, ongoing schedule for document destruction reduces the risk of your customers falling victim to identity theft. When you use a professional paper shredding service, locked destruction containers are delivered to your business and placed, free of charge, in high-traffic office areas. Rather than feeding documents into a paper shredding machine, your employees simply drop documents and whole files into the collection container without needing to remove staples and paperclips. The contents of the containers are regularly collected for shredding using secure chain of custody processes by screened document destruction technicians.
3. Legal Liability Risk Reduction
Another good reason to shred your documents is to eliminate legal liability risks. Besides the emotional and financial toll identity theft takes on its victims, it can also tie up your business with legal proceedings. Civil and criminal penalties filed against your company may take months or even years to recover from.
Professional paper shredding offers a proactive solution for eliminating legal liability risks. Each time your documents are destroyed, you are provided with a Certificate of Destruction. This document notes the time, date, method of destruction, and quantity of destroyed material, as well as providing proof that your sensitive information was destroyed securely, according to legal requirements.
4. Regulatory Compliance
State and federal privacy regulations require any organization collecting personally-identifiable information to destroy it in a prompt and secure manner. Document shredding ensures your business stays compliant with the privacy statutes included in the following laws:
- The Health Insurance Portability and Accountability Act (HIPAA)
- Gramm-Leach-Bliley Act (GLB)
- Sarbanes-Oxley Act (SOX)
- Fair and Accurate Credit Transaction Act (FACTA)
A professional paper shredding service uses document destruction processes and systems that help you meet state and federal privacy protection requirements.
Based on the information we’ve provided here, there are compelling reasons to have a secure and reliable document destruction solution in place at your business.
Sentry Storage Solutions offers shredding and destruction solutions in the Greater San Diego area and the city of Chula Vista, California. For more information about our services, please call us or complete the form on this page.