Why Every Business Needs a Document Shredding Policy
All the companies deal with papers and documents that include confidential and valuable data. These records could have information about the customer, finances, contracts, employees or business plans. When these papers are brought to the trash without any due care, they will end up in wrong hands. Such may cause major issues such as identity theft, fraud, or even become involved in lawsuits. A good document shredding policy is therefore very crucial to every business.
In this article, you will get to know why your company should have a document shredding policy and how this can help your business avoid various risks.
What Is a Document Shredding Policy?
Having a document shredding policy is a very easy procedure as this document is more or less an easy to understand set of rules explaining to your employees how they should go about destroying documents and at what time. It enables your business organization to ensure that confidential information is destroyed securely and no one can read and use it once it is not in use.
This policy will usually explain:
- Which documents should be shredded.
- How often shredding should take place.
- Who is responsible for shredding the documents.
- Whether you will use in-house shredders or hire a professional shredding company.
A clear policy keeps everyone in the company on the same page and avoids mistakes.
Why Is Document Shredding Important for Businesses?
1. Protects Sensitive Information
There are a number of business documents that possess confidential data. When this information falls in the hands of a person who is not part of your business, there may be a possibility of fraud or theft. Identity thieves usually go out in search of the trash bin to get account information, bank details or personal records. Once papers are torn into small pieces, no one can read it or use that information.
2. Helps You Follow the Law
Most countries have stringent legislation on how customers and employee details should be handled by commercial enterprises. In case you fail to properly treat the private information in your business, you will be subjected to fines or lawsuits. An effective shredding policy will enable you to abide by these laws because it ensures that the sensitive papers have been destroyed in the right manner.
3. Protects Your Reputation
Faith is a very crucial aspect in business. When it is mentioned that your company lost the personal data of the people, they may cease to trust you. This has a potential to damage your image and hurt your sales. Effective shredding policy demonstrates to your customers and partners that the issue of privacy and security is considered seriously in your company, and it is likely to enhance the trust level between you and your business partners.
4. Keeps Your Office Clean and Organized
In offices, there are old papers that pile up very fast. This only renders the place cluttered, not to mention that the probability of losing or spilling of valuable information is enhanced. Under a shredding policy, employees are well aware of when to shred certain documents that they do not require. This makes your office clean and less cluttered.
5. Saves You Money in the Long Run
Some individuals believe that shredding is another cost they do not need, actually it will save you money. The cost of losing the customer data, fines paid or lawsuits is far much more than maintaining a quality process of shredding. You save your business money by eliminating troubles before they occur.
How to Create a Good Shredding Policy
Creating a shredding policy is not hard. Here are some simple steps to follow:
1. Determine What Must be Shredded
Prepare a list of of documents which have to be destroyed due to privacy.
2. Decide How Often to Shred
Some companies do daily shredding, some businesses do it on weekly basis and so on monthly. Decide on what suits your business.
3. Train Your Employees
Teach your workers why shredding is important and how to follow the policy. Make sure they understand what to shred and when.
4. Choose How to Shred
You can buy office shredders or hire a professional shredding company. Professional shredding is safer and often more efficient. Some companies also offer product destruction services if you need to destroy other items like hard drives or old branded products.
5. Keep Records of Shredding
In the case that your industry demands it, retain records that documents have been destroyed and in the appropriate way. The companies that offer services of professional shredding normally give certificates of destruction.
Final Thoughts
Your business may be large or small, but it is highly important to have an engraved document shredding policy. It can save your office and your personal life, makes it easier to keep your personal information confidential, and saves you huge amounts of money and trouble with the law.
Nowadays, when stealing of information is a well-known thing, shredding could be an easy and efficient method to make your business secure. Do not wait until something bad occurs. Establish your shredding policy now and secure your business, your employees and your customers.
