At Shred Right, we’ve seen all kinds of document storage and destruction concerns and have received many questions about some of the best practices of information retention. We’ve put together the following tips to illustrate some commonly overlooked considerations when it comes to document storage.
Whether you store your files as physical paper copies, digital files or a combination of these, you should evaluate your storage process. Are printed copies laying in assorted piles throughout your office, shoved into random folders that anyone can travel with? Consider moving instead to a more secure filing system that a select few have supervised access to.
For your digital files, what resources are you using to keep them secure? External hard drives, flash drives, CDs, etc. are all convenient and portable methods of moving and storing data but can also be easier to misplace. Freely accessible options like email storage offer an easily searchable format to keep your files in; however, email hacks and phishing tactics are getting better at targeting susceptible systems.
If you’re not already, consider switching to secure cloud storage systems or file sharing systems like Dropbox. Then, limit access to certain users or use features like two-factor authentication that involve multiple layers or security.
It’s important to recognize that whatever your choice in storing digital files, you should frequently change passwords (such as when an employee leaves your company) and keep your software up-to-date to reduce the risk of data breaches and other threats.
Perhaps you have confidence in the security of your digital storage systems or the method you use for storing hard copies. Consider, though, that unexpected circumstances can occur to your digital and document storage systems. Natural disasters or clever cyberattacks can damage or expose confidential information. If your files are damaged, do you have copies and data backups to rely on? Keeping multiple copies and backups of your data in a secure space will save you a lot of trouble in the long run, should any unanticipated events occur.
Reduce what you don’t need
There are many reasons to securely shred your unneeded documents rather than simply throwing them in the recycling or garbage bin. As we’ve mentioned previously, any documents thrown away in the garbage become public domain, and can be used in a number of different ways. Shredding your documents and stored files/electronic media keeps your information permanently private and safe.
Interested in setting up a shredding service to assist in reducing your clutter? Get in touch with us– we’re happy to help you keep your information safe!