Reasons Confidential Documents Need To Be Destroyed
December 21, 2019
It happens to the best of us, we get so busy and get caught up in our work and forget to shred confidential documents. Picture the documents just piling up on a desk, getting covered up by other papers, and then finding their way into the garbage or recycling bin along with the non-confidential documents. It is a common occurrence, but one that could have significant consequences.
Reasons Confidential Documents Need To Be Destroyed
- Identity theft. Many companies today deal with documents that contain personally identifiable information and protected health information (PHI). Such information as social security numbers, date, place of birth, addresses, and driver’s license numbers can all be used to steal the identities of you, your staff or your clients. Identity theft is getting more prevalent, so shredding documents in such a manner so that they cannot be pieced together can go a long way in stopping identity theft.
- It's The Law. It is the law for businesses to ensure the privacy and confidentiality of their staff and clients. Paper copies with personal data will be more easily accessible than those stored in a database, locked down and secured with passwords. Therefore, it is ever so important to ensure these documents don’t fall into the wrong hands. HIPAA and HITECH regulations obligate that all documents and media containing PHI be shredded in a manner such that it cannot be read or reconstructed. If you don’t destroy documents in the guidelines set forth in these and other regulations, you’ll be non-compliant.
- Easier Recycling. A large number of companies are eager to highlight their green credentials and recycling paper is a good way for companies to show their clients and competitors that they care about the environment.
- Avoid Fire Hazards. Having papers stacked around the office can, unfortunately, create the perfect fuel to spread a fire. Shredding documents and then recycling them can be an assurance that companies only keep what’s necessary and remove the fire hazard that excess paper creates.
- Business Data Stays Safe. Businesses tend to document everything from meeting notes, future business developments, staff details, and sales figures. Imagine if these got into the wrong hands? Shredding documents can give companies peace of mind that nobody can be rifling through their waste paper to find out the future plans of a business.
- Reduce Storage Needs. Is it truly necessary to have papers that are piling up in your office? Some companies might have papers and documents which are several years old and no longer needed but they’re not sure how to properly dispose of them. Paper can take up lots of space in an office, sitting on desks or in filing cabinets, so by shredding these, space can be freed up.
- Avoid Corporate Espionage. If a company has spent time and money researching a new product or service then this could be highly valuable to competitor companies. If a competitor got hold of confidential ideas or future product plans they could steal these and develop them themselves. This could result in a financial loss for the company who originally conducted the research.
- Earn Customer Trust. Your clients will grow to trust you knowing that you have their best interests at heart. Giving your clients peace of mind that their important information will not be seen by strangers is crucial to consumer happiness and satisfaction. By making sure clients and customers know this happens, they can be confident that their data is being treated securely and with respect.
Keep In Mind
- Learn The Laws. One example of such a law related to healthcare is HIPPA (Health Insurance Portability and Accountability Act). If you deal with employees’ personal medical information, then you should know about HIPPA. It applies to any healthcare professional who comes in contact with other personal medical information. Complying with the law ensures you avoid steep fines, a poor reputation, and other legal troubles.
- Come Up With A Plan. Legally, you must protect your customer's and employee's data. It is advised that you should also have written confidential shredding plans for doing so. At I-Shred, security is our priority. Which is why we ensure your confidential information is completely destroyed.
- Consider Professional Paper Shredding. If you have collected many documents to shred and want to be more careful, then choose a service to come to your office to shred and destroy documents. I-Shred offers recurring document destruction for small to medium businesses.
The Takeaway
Your business records are assets that deserve to be protected and expired data is just as susceptible to theft. Because it is set aside and no longer used doesn’t mean that it won’t be stolen and misused, which is why we ensure your confidential information is completely destroyed.
At I-Shred, security and efficiency are a priority. I-Shred offers stress-free onsite shredding to save time and ensure your documents are destroyed properly. Which is why we offer recurring service to small businesses. We are dedicated to helping you save time and money when it comes to secure document destruction. Contact us today!
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