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How To Ensure The Safety Of Office Documents?

Did you know that America loses $ 25-plus billion every year just because many businesses do not have adequate document security systems? And that too just on intellectual property rights alone?

Don't be surprised about this. If you take into account losses on account of identity/social security number (SSN) theft, time wastage, emotional damages, legal charges, etc., the figure above may skyrocket! This is why a good document security system in any business is indispensable. Corporate information theft is big game in the United States. Businesses face tremendous pressure in safeguarding confidential documents, not just for the sake of maintaining the image of a self-righteous business house, but also because their customers want their information safeguarded, as also their employees.

Types of document theft

There are two main reasons why documents get stolen:

Corporate espionage: occurs when a rival or a would-be competitor is out to lay his hands on your business plans and reports.

Identity theft: occurs when someone, most likely an employee, steals your customers' or any other employee's financial or social security information.

The major source of this information is the trashcan. But you can foolproof your business against document theft. Well, at least you can try. Here's how to do this.

Document theft: Countermeasures

The one-liner answer to this topic would be “Install document security containers and high-security paper shredders and you'll be rolling.” But things are not all that simple, and any business must have rigid workplace information-handling practices. Here is a small guide:
  • Lay down a strong privacy policy and get someone to be responsible - maybe a whole department if you are handling tons of information - for enforcing it.
  • Restrict data access to employees.
  • Store a soft copy of all confidential information, encrypt it and install some robust security software so that your computer turns into a virtual Fort Knox.
  • Do not crush in your hands papers containing confidential information and turn them into round balls before tossing them into the trashcan. Shred them thoroughly using the best paper shredder you can lay your hands upon.
  • Create a document-destruction culture in your business. Install shredders in the vicinity of paper-hungry areas such as near copiers, near fax machines, and near trash bins.
  • Train your employees and conduct regular inspections.
  • Implement an electronic audit trail system for sensitive-document handling that can tell you which employee accessed what document.

Protecting and destroying documents

All confidential documents that are not required any longer need to be guarded until they are shredded. Else, they might be accessed and the data might get stolen. Secure document containers and high-security paper shredders are used in the chain that leads to document destruction.

Container security for shredding are built to store confidential documents that have served their purpose and are waiting to be shredded. For small businesses, it would be ideal to go for a small container (up to 2 by 2 feet in size).

High-security paper shredders cut up paper documents and even plastic sheets (for example, credit cards) into very thin strips or tiny chips. They play a very important role in effectively plugging any information leakage.

Selecting and installing a paper shredder

Before you go out and buy a shredder, ask yourself the following questions:
  • Does the paper shredder comply with any security standards?
  • Is the paper shredder fast in shredding and easy to use?
  • Who is going to use the paper shredder?
  • Will each department need a paper shredder, or will one large shredder serve the purpose of all the departments?
  • What is the average paper volume that needs to be shredded?
  • Is the shredder able to handle your paper volumes? Remember, too much paper volume can jam up the shredder.
  • What types of documents need to be destroyed?
  • Is the paper shredder tested on paper made in the US or has it been tested on lightweight imported paper?
  • Do you want a shredder that reduces bulk (like a cross-cut shredder) or do you need a very durable shredder (strip-cut shredders are the most durable)?
  • What are the warranties?
  • How will non-warranty repairs be handled?
  • Is local customer service available on call?
Once you have zeroed in on a paper shredder that meets with your requirements convincingly, you should consider the following factors while installing it.

Install it next to areas where confidential data is duplicated or unprotected, i.e., next to copiers, fax machines, trashcans.

If confidential documents are stored near your desk, then you may consider installing a small desktop model of paper shredder right on your desk itself. Of course, this is no substitute for a large paper shredder safety

A properly chosen office paper shredder can go a long way in making your documented information secure from offenders.

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