Any business knows the value in keeping track of all of your documents in an efficient way. Many of those sensitive documents simply can’t fall into the hands of someone with nefarious intent and as a result, it may be important to think about how you should dispose of documents once they’ve run their course of usefulness. Exposing client data is a big risk for many businesses which is why so many are looking into document destruction services, but how do you make that process run as smoothly as possible and guarantee that you’re getting the most out of it?
1. Give Employees Shredders
If you only have one centralized shredder, it becomes more likely that employees will neglect to use them and will just throw important documents in the trash instead. Employees are busy with work and don’t want to spend their time waiting in line to use a shredder, so it often ends up not happening whatsoever. Giving each employee their own personal shredder means there are no excuses for not using one. Just be aware that the more hardware you rely on, the more problems may arise. Some choose to circumvent this by keeping a centralized box for papers that need to be shredded and then just shred them all towards the end of each day or send them to a professional document destruction service.
2. Don’t Rely on Recycling Bins
A recycling bin isn’t any more safe than a trash can when it comes to protecting documents. If a thief is willing to look through the trash, they’re going to be just as willing to look through a recycling bin to get their hands on your important documents. In fact, recycling bins are typically cleaner and even more enticing. A quality document destruction company will destroy even their recyclables.
3. Determine What to Destroy
Creating policies on what should be destroyed can clear up a lot of confusion. If you outline what employees ought to put into the “to be destroyed” box and what can simply be filed away or just thrown out without concern, you’re going to do a lot towards making sure you’re protecting the right documents. Including all of that information in your employee handbook or other training manuals can stop the problem before it even begins.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.