Reducing Risk with a Document Destruction Program
Businesses and organizations are good at holding onto documents, but may fall short when disposing of them. Record disposition is just as important as record retention. In this blog, we discuss how a document destruction program helps your company reduce risk.
Expired or obsolete paper records should be destroyed as soon as they expire. Many companies rely on store-bought shredders without realizing they come with unforeseen costs and security risks. Office shredders must be constantly maintained and repaired. They cannot shred large volumes of documents, so only a few sheets of paper can be fed in at once. Staples and paperclips must be removed from documents to avoid jamming or breaking the shredder.
Given the slow and laborious process of shredding documents in house, most staff cannot be bothered to use an office shredder. As a result, sensitive paper records are tossed in trash and recycling containers instead.
A document destruction program supported by a shredding services provider keeps your employees productive while eliminating costly data breach risks.
Your shredding provider delivers locked shredding collection containers to your office, allowing your staff to conveniently discard confidential files and documents quickly and securely. Based on the volume of material your company disposes of, your provider can help you implement a routine schedule for the ongoing destruction of your documents.
The following state and federal regulations mandate the secure destruction of personally identifiable information (PII) and protected health information (PHI):
- The Colorado Consumer Protection Act (CCPA)
- The Health Insurance Portability and Accountability Act (HIPAA)
- The Fair and Accurate Credit Transaction Act (FACTA)
- The Gramm-Leach-Bliley Act (GLBA)
Stiff legal and financial penalties can result from non-compliance with these laws. A document destruction program ensures your business has the proper physical safeguards to meet state and federal compliance standards.
Proof of Destruction
Organizations across a wide swath of industries are often asked to provide evidence of their document destruction practices. Failing to produce an official document increases your liability exposure. Only a qualified shredding provider can offer a record of compliance in the form of a Certificate of Destruction noting the time and date of destruction and the type of material destroyed. You should receive one after every shredding project So you have auditable proof that you have done your due diligence in protecting PII and PHI.
Apex Shredding serves Northern Colorado with information destruction solutions. To learn more about our services, please contact us at 970-532-5007 or complete the form on this page.