Many corporations use document shredding companies to keep their customer’s confidential information safe. The length of time that you need to keep business documents depends on the type of document. Tax returns and employee payroll documents should be kept approximately six years. Keep accounts payable and receivable records for seven years. Human resource files should be kept a minimum of 10 years.

Professional Paper Shredding Services Benefits

One of the main benefits to using professional shredding services is the fact that the information is secured until the paper gets shredded. Your confidential documents are emptied into industrial strength shredders for monitored destruction according to industry standards. You will receive a Certificate of Destruction from the paper shredding service.

Document destruction also prevents identity theft. Confidential information ensures that your business is within legal compliance of state and federal laws. An in-house shredder is not large enough to handle business documents at most companies. Off-site destruction services will come to your business and retrieve your documents. Be sure to remove paper clips, rubber bands and staples from all the documents you intend to have shredded. Using an off-site shredding service also protects your workplace against data breaches.

Protect Your Business from Identity Theft

The first step in protecting your business is to control access to your company. Information should be kept in a secure location. Sensitive computer information should be accessed only by authorized users. Create individual passwords for each employee instead of one shared password. Monitor your business credit reports and account information on a daily basis. Every employee should be subjected to a background check and drug screening.

A data breach could end up costing you a lot of money in damages. They also can cause you to lose customer information that is needed for repeat customers. Train your staff in establishing security protocols and protecting sensitive business information. You should also encrypt all electronic devices in the workplace. If people gain access to company information from a remote location, then that information may be exposed to security vulnerabilities.

Encourage employees to lock documents in a filing cabinet when they step away from their workstation during lunch and at the end of the work day. Keep printing stations secure by placing them near key employees. Designate an employee who is responsible for maintaining data security. Engage all employees for new security ideas. Monitor all business financial statements on a regular basis. Over 38 percent of businesses do not have a protocol for destroying sensitive data in the office. If you travel for business, then do not leave sensitive documents in the hotel garbage.

Review your security procedures and policies on a yearly basis. Protecting your company’s information can help you avoid many different problems such as identity theft and fraud. Guard your customer’s information to ensure their sensitive data does not get compromised. A secure workplace is the best way to reduce your risk of data breaches. Train employees about the importance of keeping the workplace safe and secure. You can find additional resources by visiting Shred-it.

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