Data leaks can still happen despite our impressive technological advancements in recent years. Whether through cyberattacks or office mistakes, sensitive information can quickly end up in the wrong hands. Ensure this doesn’t happen in your office by following shredding best practices. Shredding regularly prevents the accumulation of unused, forgotten, or discarded information.
Keep Your Information Safe
While cyberattacks and online fraud get the most attention, physical documents are still a goldmine of sensitive information for identity thieves. That’s why shredding your paper regularly rather than throwing it away is essential. A regular shredding schedule by professionals at Shred Monster prevents confidential information from building up in different parts of your company and being exposed to people who can’t control it. It also keeps you up to date with laws and regulations regarding data privacy so that your team knows how to dispose of sensitive information appropriately. It’s also essential to shred identification forms like passports, driver’s licenses, and social security cards to avoid identity theft. Likewise, it’s a good idea to shred pay stubs and other financial documents that contain sensitive information, such as account login credentials and bank statements. These documents can be used to access accounts and credit card information or even make fraudulent purchases.
Prevent Identity Theft
Many paper documents thrown away contain essential personal information, including a name, address, phone number, date of birth, account login credentials, and Social Security numbers. Identity thieves are not above rummaging through trash cans or dumpsters to find and use this information to commit fraud or steal money or goods in your name. Shredding prevents this by reducing these documents into tiny strips that can’t be reconstructed to reveal the information they hold. To help protect yourself and your employees from identity theft, make it a priority to shred any documents with sensitive personal or financial information. This includes documents that show past balances, current transactions, or credit card details; copies of bank or credit card statements; and old tax returns. Also, consider shredding children-related documents, such as school records, medical information, and authorizations for field trips or other activities. This also applies to their Social Security cards and driver’s license information.
Keep Your Company Safe
Every business works with sensitive documents containing private information on employees, clients, and customers. It only takes one mistake for a criminal to gain access to this information and cause months of headaches for everyone involved. Whether it is through clicking on the wrong link, sharing passwords, or an ex-employee getting into company files and downloading sensitive information, human error causes most data breaches. Proper document shredding procedures are the most effective way to avoid these unwanted breaches. Ensure all your employees understand what documents need protection and when and how they should be disposed of. Also, invest in a quality shredder and secure document containers to ensure that personal papers don’t wind up in someone else’s hands. A quality container is designed to keep the contents inside until they are shredded and features tamper-proof locks. This helps prevent criminals from looking at discarded documents containing information they are trying to sell or use for their gain.
Prevent Fires
If you throw away sensitive information without shredding it, identity thieves can use it to steal your credit card numbers, addresses, and passports. This type of crime costs businesses and individuals millions of dollars in losses and leaves victims feeling violated and vulnerable. Fires in paper shredders are not only extremely annoying, but they cost your business time and money. They also cause significant loss in productivity and can lead to a hefty fine from the authorities. Thankfully, you can take steps to prevent fires in your office’s paper shredders. Start by not putting anything that isn’t paper into the machine, such as staples, binder clips, or ink cartridges. These items can clog the machinery and damage it. Also, flood the shredder with water for the first five to 10 minutes of operation to eliminate dust. Finally, invest in a quick suppression system that combines flame detection, accurate IR detection, and full-cone water spray extinguishing to provide optimal safety for your shredders.
