As the owner and operator of your business, you know how much is involved in day-to-day operations; while document management may not be on the top of your list of tasks to tackle, it is an extremely important area you don’t want to forget about. In fact, information security, can dictate how successful your business is long-term, as with the right processes in place you can improve organization, efficiency and security, all of which contribute to better business.
Taking certain precautions to reduce your risk of information breach can limit risk and liabilities associated with the risk of a data breach. Your organization size is irrelevant in determining whether or not you need to implement these security measures, as even smaller companies are targeted by thieves and cyber criminals. Alarmingly enough, small companies are often victimized more because many of them lack these information management procedures to begin with.
At the end of the day, any individual motivated enough to steal or compromise your sensitive information, really has no interest in the size or nature of your business. Ensuring you have the proper security measures in place are what will protect you from outside threats. Being proactive also protects the identities of your customers and staff as well, which you have a legal obligation to do as a business owner.
Knowing how to get the ball rolling can often be the most difficult part of the process because there are lots of considerations in each area of your business, each with their own vulnerabilities that must be addressed. Where is the best place to start?
- Always have reliable back-up solutions:
Back-up prevention is key to protect your business from outside threats. Based on your industry and the nature of your business, this might include server networks to network storage drives etc. Small businesses that only consist of a handful of computers could be covered effectively with a simple external hard drive. The bottom line is having a backup solution available to you that runs regularly is invaluable if things take a bad turn.
- Take advantage of reputable and trusted cyber security programs:
We highly suggest that you investigate programs with antivirus and anti-malware tools. Having these handy programs in place will eliminate stress and help keep your computer system secure.
- Implement a clean desk policy:
Amazingly something as simple as having a clean desk that is organized and clutter-free can do wonders in limiting lost and/or stolen documents, and yet so many companies fail to follow this simple policy. It also reduces the possibility of wandering eyes glimpsing confidential matters that shouldn’t be exposed.
- Conduct regular risk assessment analysis:
Performing regular risk assessments can measure where your office stands relative to risk level. These assessments will allow you to discover where you may have security vulnerabilities that you might not otherwise have noticed. You will find these areas requiring improvement as they happen which critical for preventing further security issues.
- Educate and train staff on all new policies:
Introducing and explaining the steps of each policy is just as vital as training employees on how to follow and adopt these policies. A clean desk policy can only be successful if your team understands how it works and why it is so necessary for your business.
- Partner with a professional document shredding provider:
While you may think your office shredder will do just the trick, the reality is they are not built for regular ongoing use and they can be a pain to operate. Simply put, the benefits that come with a professional shredding provider far outweigh any you’ll receive with an office shredder. Professional shredding on the other hand, guarantee that documents are left in a virtually irreversible state. Our scheduled shredding services can offer your business convenience and improved security, as there is no need to travel off-site or move documents on your own; we come to your location and the entire destruction process occurs on your premises, allowing you to watch it occur in real time.
If you are located in Boston or Massachusetts and are seeking ways in which you can enhance your internal security measures, reach out to our team of professionals at A1 DATASHRED. We would be pleased to work with you and assist you in choosing a shredding program that is most appropriate for your needs. Our goal is to keep your information and thus your identity safe, while helping you maintain compliance with privacy legislation. We offer many options in relation to our services; choose what is most convenient for you and we’ll take care of the rest.
Our service area is constantly expanding so we can look after you better.
Call our professionals today at 1-888-95-SHRED
Protecting your sensitive documents through document destruction, is one of the most vital business practices and personal practices you can make to avoid theft and fraud. With that said, you’ll want to know what exactly what you should be shredding and what you should be keeping securely stored away. Be prepared for your next shredding job and don’t leave anything behind. If you’re like many, you are likely forgetting some “not so obvious documents” in that pile you have set aside. Here are a few documents that, according to Readers Digest, that are just as important to be shredding.
While these documents may seem harmless, if you stop and think about the personal information provided on a typical resume, they carry some significant private details that make them an extremely important record to shred. A standard resume includes at least one address, phone numbers, names, email addresses and employment and education history. A thief can discover a lot about an individual from studying their resume alone.
Once you arrive at your destination, you should make it a priority to shred your boarding pass. If discovered by the wrong individual, these little documents can provide thieves with your booking ID, giving them detailed information on your specific travels. Frequent flier numbers can also be discovered, all of which allows hackers to get into your travel accounts where they may be able to check into flights and cancel trips.
This is another one you may be surprised to be reading but unfortunately children can be a lot more vulnerable to information theft and are victims of identity theft more often than adults in some cases. Birth announcements instantly provide personal physical descriptions such as eye color, birth date, weight and more.
Prescription labels include names and the strength and type of drug being prescribed, which automatically provides suggestions about your health status. They also provide information on your Pharmacist; access to these labels provides thieves the information needed to refill prescriptions, putting drugs in the wrong hands.
This one can be a bit more difficult as there are tax laws to keep in mind and filing processes to consider. Receipts can supply enough information to thieves as payment data such as card numbers, methods and signatures can all be used to commit crime. In fact, it is common for thieves to use receipts fraudulently to obtain store credit on your behalf.
Pet Medical Records
We know this may seem like an odd one, but the logic is very sound and somewhat alarming. Why? These records reveal pet names, which according to studies is the most popular choice for a password. Of course, there are some important pet records you’ll want to hang on to, but you may want to consider shredding other pet related receipts and documents that aren’t necessary to keep, especially if they include your pet’s name..
Using the identity of deceased individuals is hard for most people to wrap their heads around, yet unfortunately it does occur as thieves will use personal information to apply for things fraudulently like loans, tax returns, credit card accounts and more. Be sure you shred any obituaries or funeral pamphlets that are left over. You should avoid including the birth date and maiden in any obituaries if possible.
At the end of the day, any document that no longer serves a purpose but contains highly confidential information that may lead a criminal in the right direction, must be shred. Don’t put your identity at risk because you simply don’t have time to shred. We do the work for you so you can continue focusing on business matters that contribute to your bottom line. Our highly trained team is AAA NAID Certified and ready to help you destroy documents in accordance with all relevant privacy legislation. You can rest assured that you are in reliable and good hands for the process.
Contact A1 DATASHRED in Boston for more information on how our document shredding services can ensure you are securely destroying all documents you should be. We can guide you through the process and work with you to determine an action plan for your document management. Our solutions are flexible, and we don’t hold you to long-term contracts; you decide how often or how little you’d like to have your documents shred.
Call 1-888-95-SHRED to get started.