Documents are the lifeblood of most businesses and organizations. Document destruction is vital to discuss. Even with everything on the cloud in some cases, there are still going to be physical documents that you have over the years. But what happens when those documents no longer have to be kept? What happens if those documents contain important information that shouldn’t fall into the wrong hands: personally identifiable information, proprietary knowledge, or anything else? How do you securely destroy documents when you have them but no longer need to keep them? Read on for three great reasons to invest in document destruction services for your business.
If the paperwork and documentation that you’re storing contains personally identifiable information like full names, Social Security numbers, addresses, mother’s maiden name, etc., and you don’t destroy it correctly, you could be opening those people up to identity theft and fraud. It may seem unlikely or unrealistic that people would dig through your corporate garbage looking for information they could use for nefarious purposes, but it does happen. It is important to protect people’s information because once it gets into the wrong hands there’s no stopping it. And ultimately you would want the companies that have your information to be doing the right thing, so you should as well.
Meet Legal Requirements
If protecting people’s sensitive information because it’s the right thing to do isn’t enough of a reason for you, then you should know that there is also a legal requirement for you to do so. You are legally required to ensure the privacy of your staff, your clients, your customers, or anyone else whose information you have to the best of your ability. This means the documents with sensitive information have to be completely, thoroughly, correctly destroyed. The penalty for failing to do this is usually a fine, and depending on the size of your business that could be a very hefty penalty indeed, but not half as bad as the damage to your business reputation.
Help You, Help The Planet
A third reason to invest in document destruction is that it can be helpful for you, your business, and even the planet. Paper files take up a lot of space, in drawers, on desks, and everywhere else that they accumulate. Destroying them gets rid of them and frees up space for you. Even if you’re not going to use that space for work, just having it clear of the clutter can help make your workday better. Sensitive documents can only be safely recycled once they’re shredded, which is better for the planet. Less waste going to the landfill is always a good thing. Finally, if you’re using a service to complete this document destruction, you’ll also save time. You get all the benefits without having to devote time sitting in front of a shredder.
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.