The first step is to make sure that any records containing sensitive data–both on physical paper and electronic media–are either securely stored or professionally destroyed.
Shredding paperwork with an office shredder is not the same as having documents securely destroyed by a dedicated company. Typical office shredders limit the amount of documents that can be shred in one sitting, and require someone to operate them every step of the way, which translates to lost employee time and money. These shredders also typically only use a strip-cut method to shred paper, which is the least secure form of paper shredding. As a NAID AAA Certified shred provider, PROSHRED® San Francisco Bay Area representatives perform paper destruction using the highest level of document destruction technology available in the industry, while following strict state and federal rules and regulations.
Office shredders also lack the ability to shred electronic material such as CDs, tapes, and hard drives. Partnering with a professional shredding provider for hard drive destruction services or IT asset management and disposition will ensure that all documents, records, and materials are destroyed thoroughly with zero risk of data exposure.
In addition to making sure you’re routinely destroying records that are no longer useful, be sure to check in monthly and ask yourself whether you really need to hang on to certain records; you’ll likely discover by completing this internal audit that much of it can be collected for shredding purposes and disposed of with a regularly scheduled mobile shredding service.
Documents and records you should consider shredding include tax records, bank statements, sales forecasts, marketing plans, budgets, and customer lists. For those records that are continuously referenced, ensure they are stored away in lockable cabinets or drawers, and limit which employees are granted access to these documents.