Shred your Personal Information to Stay Secure
In an environment where keeping sensitive documents is continuously being compromised, it is important to have protocols in place that will alleviate ID fraud and document breaches. While training employees on how to handle important documents is a priority, businesses must use additional methods to ensure the safety and security of their information.
There are a number of office products on the market that can assist in helping secure confidential documents. Although technology has introduced a new level of protection, there should be manual procedures in place for those paper documents that cannot be electronically secured. Here are a few tips for keeping your business documents secure:
One of the most effective ways to ensure sensitive documents are completely destroyed is by shredding them. Employing procedures that include shredding documents, especially those of a financial nature, can help avoid data breaches and sharing employee information. Never take a chance by throwing these items into a wastebasket – the risk is too great.
When you have a number of similar documents on hand, stapling them together can be an effective method before placing them into a locked box or secure cabinet. Once you have properly classified your documents, stapling them will ensure some protection, but only if the documents will be placed in a secure location.
Many businesses use the notebook system and hole-punch documents. If this system is employed, make sure the notebooks are kept under lock and key, and are colour-coded to delineate what type of document can be found in which notebook.
Other protocols to follow:
• Make sure employees have accountability procedures in place to regulate who handles certain documents. This will help to pinpoint who is responsible in the event of data leaks.
• Always secure any sensitive documents. Do not leave them out on a desk or table, even if stepping away for a few minutes. Carelessness is not an option and could jeopardize the company in a major way.
• When confidential or important documents must be duplicated, have one person designated with the task. This helps with accountability and safety protocols.
Every business should have a manual that outlines all document protection protocols to follow, and each employee should sign to ensure everyone is on the same page. Being proactive and diligent in following the correct methods of document protection can save time and money while avoiding potential disasters.