Top Five Document Shredding Mistakes to Avoid
January 22, 2024
Protecting private information is a big deal, both for individuals and businesses. One of the safest ways to get rid of sensitive documents is by shredding them. But where do you begin? There are common mistakes people make when shredding documents that can put their information at risk. Let’s talk about these five document shredding mistakes and how you can avoid making them.
#1: Not Shredding Documents
The most obvious mistake is not shredding your documents. Some people or companies think it’s enough to just throw away or recycle sensitive documents. However, this practice can expose your information to potential theft. It’s crucial to always shred any document containing sensitive data such as personal identification numbers, addresses, or financial information.
#2: Not Keeping Track of Retention Periods
Some documents have to be kept for a certain amount of time because of legal or operational needs. If you don’t pay attention to these retention periods, you might get rid of documents too early or end up with a pile of documents you don’t need. Both situations can lead to data breaches or trouble with regulations. To avoid this, create a document retention policy that clearly outlines how long each type of document should be kept before it’s securely destroyed.
#3: Not Training Your Staff
If your staff doesn’t understand why it’s important to shred documents or how to do it properly, they might mishandle sensitive information. It’s really important to give regular training to your staff on how your company handles and shreds documents. This way, everyone knows how important it is to protect confidential information and what their role is in this process.
#4: Using an Office Shredder
While office shredders may seem convenient for minor shredding tasks, they often fall short when it comes to ensuring the secure disposal of sensitive documents. Standard office shredders typically cut documents into strips that, with enough patience and determination, could potentially be reconstructed. For truly confidential documents, relying solely on an office shredder is not the safest option. Even cross-cut or micro-cut shredders, which chop papers into much smaller pieces, still leave room for potential security breaches.
The key to absolute security lies in employing the services of professional document shredding companies. These experts not only have access to advanced shredding technology that renders documents completely irrecoverable, but they also follow strict protocols to ensure your sensitive data never falls into the wrong hands.
#5: Not Getting a Certificate of Destruction
If you’re using a professional shredding service, always ask for a Certificate of Destruction. This document is proof that your documents have been securely destroyed and can protect you in case of audits or legal disputes. Without this certificate, you might have a hard time proving that you got rid of sensitive information properly.
As you can see, shredding confidential documents is a key part of protecting sensitive information. But it’s important to avoid common document shredding mistakes to make sure your information is as secure as possible. By knowing about these mistakes and how to prevent them, you can effectively protect your personal or business information. Remember to always shred sensitive documents, keep track of retention periods, train your staff, use the right shredding equipment, and get a Certificate of Destruction when using professional services.
Time to Secure Your Information
Securing your confidential data doesn’t have to be a stressful task. With the right practices and professional help, you can avoid these pitfalls and ensure your private information stays private. The Shred Truck is here to help. As a NAID AAA Certified shredding company, we offer a range of services tailored to your needs, whether you’re an individual or a business. We provide mobile on-site shredding, residential shredding, recurring scheduled shredding, one-time shredding purges, and even hard drive and media destruction.
Our team is trained in secure shredding policies and procedures, ensuring your sensitive information is handled appropriately. Plus, we provide a Certificate of Destruction for your records – proof that your documents have been securely destroyed.
Don’t leave your sensitive information to chance. Avoid these common document shredding mistakes and partner with The Shred Truck for your document destruction needs. Get in touch with us today to learn more about our services.