Every business has a secure way of storing its confidential documents. While some businesses embrace technology and opt to store their documents digitally, some opt to use hardcopy files while others prefer to use both.
However, when it comes to data destruction, the method of storage of the data is of little concern. What matters most is how the data can be destroyed securely, safely and without any risk of a data breach. For businesses that store their documents in hardcopy paper files, the answer is apparent – secure shredding.
As a method of confidential waste disposal, secure shredding has been embraced by many companies as their number one choice when it comes to hardcopy data destruction.
Here are four reasons why shredding confidential documents are crucial to your business:
It is a legal requirement
Not only is shredding unnecessary confidential documents when they good for your business, but it is also a requirement by law.
According to the General Data Protection Regulations (GDPR), reformed in 2018, every business is required to protect the privacy and confidentiality of its data at all costs. Part of protecting business data, whether stored electronically or as paper, is destroying confidential documents securely. Failure to comply with the laws and regulations set by the GDPR can result in penalties and fines from the government.
It frees up office space
Shredding documents that you no longer need will free up some space in your office. You can use the extra space to bring in some much-needed office appliances like computers, printers or scanners.
The extra space can also be used to organize your office in a much better and tidier way that can be appealing to potential customers.
Apart from the extra office space, shredding unnecessary documents can also create extra file cabinet space. You can use this extra space to organize the necessary files. With a better file organization, you will access important documents faster and more efficiently.
It protects your customers and your employees from identity theft
Identity theft has become one of the major crimes around the world. Imposters are getting smarter and are looking for new ways to steal private and confidential information about their victims. One of these ways is targeting confidential documents like customer credit cards or employees’ payment slips that have not been destroyed correctly by business companies.
As a business owner, you must protect all information regarding your employees and customers. When you no longer need these confidential documents, you also have to ensure that they are destroyed securely and irreversibly. Shredding documents stored as paper files will ensure that the sensitive data in them is destroyed and is inaccessible to identity thieves.
It protects the environment
Paper and plastic are some of the major causes of environmental pollution when disposed of incorrectly. If your business stores its documents in paper files, you should make sure that unnecessary paper documents are disposed of in an eco-friendly way.
Shredding is one way of ensuring this. However, it is not enough to shred the unnecessary documents and dispose of them in the trash. You should also take the waste to a recycling company or employ a shredding company that deals with eco-friendly, confidential waste disposal.
Confidential documents that should be shredded
Due to the fact businesses handle many documents from day-to-day operations, it is normal to wonder what documents are confidential and which ones are not. Here is a list of some of the confidential documents that should be shredded once they are no longer needed:
- Customer and Employee Photo Identification Cards
- Any document containing the names, email addresses, or phone numbers of your employees or customers
- Bank Statements and Bank Checks
- Employment records of your employees
- Tax Returns
- Credit Cards and Credit Card Information
Shredding has become such a big part of data destruction in businesses. While some businesses prefer to buy their paper shredders and perform secure shredding in their own offices, some prefer to use shredding companies. As a business owner, you should choose the choice suitable for protecting your business’s confidential data.