How to Simplify Your Corporate Information Disposal Processes
Just like a pilot streamlines preflight checks with a checklist, your business can simplify its information disposal procedures for efficiency and compliance. In today’s data-driven landscape, businesses manage vast amounts of data, including sensitive client and company information.
With increasingly-stringent privacy and security requirements, it’s crucial to adopt a robust yet straightforward data disposal strategy. The following recommendations serve as a convenient “placard” of easily transferable guidelines to simplify your corporate information disposal processes.
Assess Your Documents
Every piece of sensitive information has a lifespan, dictated by various factors, such as legal requirements and business needs. It’s imperative to identify and understand the retention periods for the information your business collects, stores, and utilizes. State and federal laws mandate the proper disposal of personally identifiable information, emphasizing both timely destruction and avoiding unnecessary storage.
Evaluate all sensitive documents, whether physical or digital, and establish a system for timely notification when retention periods expire. Professional shredding companies can offer valuable guidance in this regard.
Secure Destruction
Once the lifespan of sensitive information comes to an end, it must be securely destroyed. However, what constitutes secure destruction may vary. Legislation like the Fair and Accurate Credit Transactions Act (FACTA) emphasizes the importance of reasonable and appropriate disposal practices to prevent unauthorized access or use of consumer information. While FACTA doesn’t prescribe specific destruction methods, it mandates rendering information unreadable or unable to be reconstructed. The Federal Trade Commission (FTC) expands on FACTA, recommending measures like shredding, burning, or pulverizing to achieve this goal.
While shredding is considered the most secure, cost-effective and efficient, caution is advised against DIY methods, especially for hard drives and media storage devices. Collaborating with reputable shredding companies ensures compliance with data protection laws and mitigates risks associated with improper disposal. NAID AAA Certified shredding companies offer verified security, minimizing the chance of information compromise. Moreover, utilizing shredding collection containers provided by these companies enhances security by preventing unattended documents in vulnerable areas.
Document Disposal Process
Audits are a reality for businesses, and thorough documentation of disposal processes can ease audit procedures and mitigate potential costs. Maintaining detailed records not only enhances your business’s reputation but also ensures organizational efficiency and information security. Requesting a Certificate of Destruction from your shredding provider is essential, serving as official proof of compliant and secure destruction. This document records crucial information such as dates, methods, and personnel involved, safeguarding your business against mishandling allegations.
Stevens & Stevens Business Records Management (SSBRM) offers NAID AAA Certified shredding services for paper and electronic media, prioritizing the security of sensitive information. Our secure off-site shredding and media destruction services are tailored to protect both businesses and residences. Partner with us to simplify your corporate information disposal process and safeguard your sensitive data. Contact us at 855-573-3900 or complete the form on this page to learn more.
