How to utilise secure document disposal for your business
Proper document disposal is vital for business security, not only for companies themselves but also for their customers and clients.
In this article, we’ll discuss all there is to know about secure document disposal as well as what you can do to help your company succeed.
Know when to shred
As we all know, many businesses are required by law to keep confidential information and data, and there are many records that should be held for up to six years, such as employment agreements and litigation records.
Other documents can be kept for shorter periods of time, so it’s important to know the legal requirements that are enforced for particular documents so that your business remains compliant.
If you’re not looking for digital document scanning just yet, ensure to regularly maintain cabinets and securely dispose of old documents that contain sensitive data.
Information that is lost or stolen could result in cases of identity theft, fraud, and financial loss.
Create a retention policy for your documents, with clearly marked destruction dates, and when it comes to shredding time, get in touch.
Put it into your daily routine
If you’re dealing with paper, don’t just throw old files into the recycling bin, as loose paper is often unattended and once it leaves your building, it is open for anyone to read.
If you dispose of everyday bits of paper, ensure to shred it yourself or lock it away until it is ready to be shredded by a professional paper waste company.
With GDPR now in force, it’s important that companies set clear guidelines for staff to follow throughout the business to ensure that there is a clear level of responsibility throughout the company.
Go digital
Now more than ever, companies throughout the UK, both large and small, are beginning to employ professional businesses to digitally scan their files and documents.
Not only does this reduce the opportunity for theft, but having records securely scanned and digitally filed has a range of benefits for businesses.
At Microform, we even work with businesses to create bespoke document and cloud management systems that are designed to suit the needs of the client.
Although most companies believe that only individual sheets or records can be scanned, here at Microform, we have the ability to scan:
Diaries
X-rays
Furthermore, we can provide digital copies of each document in a range of high-quality formats, including:
JPG
TIFF
PDF
Searchable PDF
HTML
Microsoft Word
It’s also worth noting that at Microform, we can also provide optical character recognition (OCR) scanning, which means that individual keywords can be identified within a document, whether they are file names, page numbers, authors etc.
If you have any questions about document disposal, document shredding, or any other Microform service, call us on 01924 825 700, email us at info@microform.co.uk, or check out our contact page to see how we can help.