Best Practices for Document Shredding Policies in 2024
Data security is a very important thing in the modern environment. Due to the increase in data theft, companies are reminded of the significance to shred important documents. Whereby document shredding policies come into play is where we can draw the line. But let's be honest, you will not hear many people get passionate while discussing the issue of document shredding. Nevertheless, at least having a good policy means safeguarding the confidential information as well as maintaining lawfulness. So, let's take a look at some recommendations concerning the document shredding policies. Here, I'll avoid the use of jargon and write the content without unnecessary flares.
Document shredding - Explaining why it is All Important
So let's start with understanding why document shredding is a thing in the first place. You could be thinking 'Why not just discard old papers'? Here's the thing-paperwork typically has information that is rather private, from people's data to their financials. This means throwing it in the trash bin, well anyone can pick it, the competitors, the identity thieves. The justification for document shredding is that information is rendered as useless as possible where no one can read it. No one will argue that it has to do with safety; it also has to do with privacy legislation, such as GDPR, HIPAA, and so forth, based on the location. Well yes, shredding is important, and if your company does not follow proper policies in this regard, then you are in some hot soup.
What Should Be Shredded?
Hence what types of documents required shredding? Quite frankly, it is always better to be safe than sorry, so anything that has any form of identification and any form of confidential information should then be shredded. This could include things like:
- Financial records
- Employee and customer information
- Contracts
- Tax documents
- Proprietary company data
- Any document that has personally identifiable information (PII)
A solid shredding policy should outline exactly what documents fall into this category. It's important that employees do not try to figure out what contains information that should be shredded and what doesn't contain such information that can be disposed by simply throwing it away. Make sure that there is no confusion between the words to be used and the words used so be very selective when typing.
Setting up the right schedule for the shredding program
There will always be a time when we want to shred documents in an organization, it is then important to avoid shredding at random time. A common wisdom here could be to practice such regularity. The best practice is to look through the records periodically and discard what is unnecessary by shredding it. Nevertheless, before you do that, it is recommended to get acquainted with the document retention laws. Of course there are some records which may need to be retained for a number of years, for instance, those that relate to taxes or personnel files. As for the rest, once those records have served their retention period, you can shred it.
Perhaps it will be efficient to designate one or several days a week or a month as shredding days. We know it helps avoid accumulation of documents and having heaps and heaps of them. Beside, it becomes easier for everyone to stick with the day chosen for the same services.
Use a Secure Chain of Custody
Well, what does a "chain of custody" mean anyhow? Just puts it another way by stating that you should recognize who is processing the documents and how they are being saved before they are destroyed. It's also important to ensure that before the documents are destroyed they were kept in the right manner. If someone unauthorized gets their hands on a pile of sensitive paperwork before it's shredded, you could have a problem. Consider locking storage bins or secure document disposal areas that only certain people have access to.
If your company outsources shredding to a third-party vendor, this chain of custody should extend to them too. You should be sure that they treat your documents like you would yourself. The next issue is whether to shred it in-house, or whether to hire someone else to come and do the shredding.
On-site or Off-site Shredding
You've got two main options when it comes to shredding: can be done internally or contracted out in a shredding company. Besides, it is still done mechanically, and it takes time, someone has to do the actual shredding. Both have their pros and cons.
If you're doing it in-house, you have full control over the process. You can make sure it's done securely, and you don't have to worry about documents leaving your premises. But buying and maintaining shredders, especially industrial ones, can get expensive. Not to mention, someone has to do the actual shredding, and it takes time.
Shredding your documents on your own can be easy when you outsource this service. Most organizations use secure shredding bins which are collected by the company and taken to be shredded. Some providers even offer on site shredding which means you can actually watch your papers being shredded through out live. The downside? The information you are giving is your own, so you should be sure that the company receiving your data is trustworthy, and preferably certified.
Implement Employee Training
No matter how perfect a shredding policy is that you have developed, it is not likely to protect your documents if your employees are unaware of it. That's why training is crucial. Everyone in the company should know what documents need to be shredded and how to follow the procedure properly. This includes understanding what goes into the "to shred" bin and what can just be recycled or thrown away.
Set up training sessions when you first implement your shredding policy, and then do periodic refreshers so the policy doesn't get forgotten over time. Make it part of your onboarding process for new employees, too. The goal is to make document shredding second nature to everyone in the company.
Maintain Compliance with Legal Regulations
Depending on your industry, there may be specific laws and regulations that govern how you should handle and destroy certain types of documents. For example, in the healthcare industry, HIPAA regulations require that medical records are destroyed in a way that ensures the data cannot be reconstructed. Financial institutions have similar regulations under the Gramm-Leach-Bliley Act.
Failure to comply with these laws could lead to hefty fines, lawsuits, or both. Make sure you're familiar with any regulations that apply to your industry and ensure your shredding policy complies with them. This might also mean keeping logs of what documents were shredded and when, as proof that you're handling sensitive information properly.
Monitor and Update the Shredding Policy
Once you've set up a shredding policy, you can't just forget about it and hope for the best. It's important to monitor the effectiveness of the policy and update it as needed. As your business grows or as laws change, you might need to tweak things. For example, you may need to adjust the retention period for certain documents or change your shredding schedule.
Regularly review the policy and get feedback from employees on how the system is working. Are they finding it easy to follow? Are there any gaps in the policy that need to be addressed? The goal is to make the shredding process as seamless and secure as possible.
Consider the Environmental Impact
While security is the top priority when it comes to document shredding, it's worth thinking about the environmental impact as well. Paper shredding produces a lot of waste, but that doesn't mean it has to end up in a landfill. Many shredding companies offer recycling services, turning your shredded paper into recycled products.
If you're shredding in-house, make sure you have a system for recycling shredded paper. Not only does this reduce waste, but it's also a positive way to show your company's commitment to sustainability.
The Final Shred
At the end of the day, a well-thought-out document shredding policy is crucial for keeping your business secure and compliant. It might seem like a small part of your overall security strategy, but the impact of mishandled documents can be huge. By following these best practices-whether it's shredding on a regular schedule, using a secure chain of custody, or training employees-you're protecting not just your data, but your business as a whole.
Conclusion
Shredding documents might not be the most glamorous part of running a company, but it's one of those necessary tasks that can save you a ton of headaches down the road. So take the time to set up a solid shredding policy. Your future self-and your company-will thank you for it!
This content was created by AI
