How to Ensure that Office Documents Don’t Come Back to Haunt You

Not long ago, the storage of office documents may have seemed simpler.  You just put them in locked filing cabinets for safety and always knew where to look for them, right?

Of course, digital storage has a lot to offer in the way of convenience and security.  If a hard copy isn’t in a file where it’s supposed to be, you have no way of knowing where it got to, whereas multiple people may have access to digital files at a moment’s notice.

In addition, hard copies take up a lot of space and they’re susceptible to damage from fire, water, mildew, pests, and physical theft.  Plus, there’s always the chance copies of confidential information could accidentally end up in the trash, where anyone might take them.

Your South Dakota business likely still relies on at least some hard copies of data, even if you’ve largely switched to digital documents.  In this case, you really need to take steps to make sure your data remains secure at all times.  Here are a few ways to ensure that office documents don’t cause trouble down the line.

Adjusting Policies

Even with restricted access to digital documents, printed docs featuring confidential data could fall into the wrong hands if you’re not careful.  The best way to prevent this is to create and enforce suitable policies where documents are concerned.

A good place to start is with a shred-all policy, by which all paper copies, from highly confidential documents to the lowliest memo, are disposed of through shredding.  This helps you to avoid confusion of what should be shredded, potentially leading to mistakes when the wrong thing is tossed in the trash.

You should also have a clean desk policy.  Papers left lying around can be seen or even taken by employees or visitors who should not have access to the data therein.  This won’t happen when employees make sure their desks are clear of papers and that data is always secured when not in use.

Don’t forget, with changes to the policy you’ll need to make employees aware of your expectations and the consequences of failure to comply.  This means offering mandatory employee training to ensure that everyone knows the policies and follows them to the letter.

Locking Collection Bins

Whether you’re disposing of hard copies or hard drives, you can’t just leave them lying around in open collection bins in your office, where anyone can sneak a peek or snatch items.  Locking bins are a must for data security prior to shredding, and the right ITAD service partner can provide these for use in your office setting.

Certified Shredding Services

In addition to providing locking bins, you’ll want a data disposal service that offers perks like on-site shredding or pick-up, a 24/7 client portal to track the progress of anything destined for shredding off-site, and of course, proper certifications to prove reliability, legal compliance, and ethical operations.

If you want the best chance to protect your South Dakota business and your customers from the consequences of data theft, keep your data secure by partnering with SEAM.  Contact us today at 605-274-7326 (SEAM) or online to request a quote.