Protecting confidential information has never been more important for businesses. Rising cyber threats and data breaches have put companies on high alert, costing millions in fines and reputational damage. However, not all information leaks stem from sophisticated cyberattacks. Many organizations unintentionally expose sensitive data through overlooked mistakes.

This blog will explore ten surprising yet common ways companies leak confidential information and provide actionable solutions to prevent these issues. If you’re a business professional or manager looking to strengthen your organization’s data security, this guide is tailored for you.

Common Ways Companies Leak Confidential Information

1. Improper Disposal of Documents 

Throwing away sensitive papers, such as invoices or HR documents, in regular trash or recycling bins may seem harmless. The reality? Dumpster divers or unauthorized individuals can access these discarded papers, exposing confidential details like client data or financial records.

How to fix it:

• Implement a shred-all policy where every paper document is shredded before disposal.
• Partner with a secure shredding service like A1 DATASHRED to ensure proper document destruction.

2. Unsecured Printing Stations 

Many businesses rely on shared printing areas, but leaving sensitive documents like payroll information or legal contracts unattended can lead to unauthorized access. It only takes a moment for these papers to get into the wrong hands.

How to fix it:

• Use secure print features requiring a user’s PIN or employee badge to release documents.
• Encourage a rule where employees must collect documents immediately after printing.

3. Unlocked Filing Cabinets or Storage Rooms 

Filing cabinets and storage areas often contain old contracts, tax records, or client information and can be a goldmine for malicious actors. Leaving these areas unlocked is an invitation for data leaks.

How to fix it:

• Equip storage rooms or filing cabinets with locks and restrict access to authorized personnel.
• Regularly audit which files need to be stored and securely destroy those no longer required.

4. Using Personal Email or Devices for Work 

Employees working on personal emails or devices bypass organizational security protocols, increasing the risk of exposing sensitive business data. These devices often lack encryption or malware protection.

How to fix it:

• Provide employees with secure, company-approved devices and email systems.

5. Neglecting to Shred Old Hard Drives or USBs 

Did you know deleting files from hard drives or USBs doesn’t actually erase them? Data can often be recovered using basic software, turning old electronics into a major security risk.

How to fix it:

• Partner with a secure media disposal service to safely destroy redundant hard drives and protect your business.

6. Lack of Employee Training on Data Security 

Untrained employees are often an organization’s weakest link when it comes to data security. From falling for phishing scams to mishandling sensitive files, these mistakes can have significant consequences.

How to fix it:

• Schedule regular cybersecurity training that includes phishing simulations and secure document handling practices.
• Educate employees about recognizing red flags in communication and enacting proper protocols.

7. Sharing Sensitive Info Over Unencrypted Channels 

Sending confidential information, such as financial details or passwords, over unsecured email or messaging tools is an open door for hackers. Hackers can intercept unencrypted communications easily.

How to fix it:

• Utilize encrypted communication platforms or tools for sensitive information exchanges.
• Set up a company-wide secure file-sharing solution, such as OneDrive or Dropbox with enhanced permissions.

8. Overexposure Through Cloud Sharing or Permissions 

Cloud platforms are convenient but pose risks if permissions are poorly managed. Incorrect oversight may make critical files public, compromising your data security.

How to fix it:

• Regularly audit cloud-sharing permissions to ensure the right people have access.
• Set expiration dates for shared links and ensure files are shared with minimum access privileges.

9. Leaving Sensitive Information Visible 

It’s easy to overlook sensitive documents lying on desks, private info on whiteboards, or passwords scribbled on sticky notes. These small oversights can add up to critical breaches.

How to fix it:

• Enforce a “clean desk” policy to ensure workspaces are free from sensitive materials at the end of the day.
• Use password managers to securely store and manage login information.

10. Outdated Document Retention Policies 

Storing records beyond their required retention period increases the risk of them falling into the wrong hands. Over time, these old documents often go unnoticed, making them vulnerable.

How to fix it:

• Create and enforce a clear document retention policy that complies with your industry’s regulations.
• Use secure shredding services to regularly dispose of outdated records that no longer serve a purpose.

Protect Your Data Today

Protecting confidential information isn’t solely about adopting the latest technologies. Often, it’s the overlooked human errors and outdated practices that lead to breaches. By addressing the issues outlined above, companies can safeguard their data and maintain trust with clients, partners, and employees.

Start by conducting a comprehensive audit of your data security practices. Evaluate which areas need improvement and take steps to close those gaps.

To make this process easier, reach out to A1 DATASHRED for reliable, secure document and media destruction.

Shred Event Day: Saturday, June 28, 2025, 9:00 AM – 12:00 PM

The Friends of the Plaistow Library are hosting a paper shredding event. Do you have old papers, documents, account statements, etc. stored in the basement, closet, or desk drawers? Bring them to the Library to be shredded for a small fee which will benefit the Friends of the Plaistow Library! A1 Datashred will have a mobile shredding truck to shred papers right in front of you. This event is open to the public and all material will be shredded on site by a professional data shredding company while you wait. Cost is $10 per medium size storage box. Three boxes for $25.00. Cash or checks only please. Checks to be made payable to The Friends of the Plaistow Public Library.

All funds raised at the event will benefit the Friends of the Library which is a non-profit volunteer organization that supports the Plaistow Library with many of its programs and services to the community.

Let A1 DATASHRED shred your documents for you!

Shred Event Day: Saturday, June 28, 2025, 8:30am-12pm

The City of Boston is hosting a FREE Paper Shredding for the residents of West Roxbury, MA on Saturday, June 28, 2025, 8:30am-12pm. An ID with a Boston address is required.

A1 Datashred will shred up to 10 copy paper size boxes or containers of your personal documents. Documents will be shredded on site in a mobile shredding truck. Bring your old credit card bills, medical records, tax returns, bank statements, ATM receipts, used airline tickets and/or utility bills. Shred your personal information to protect your identity.

For more information, please visit https://www.boston.gov/calendar/zero-waste-day-drop-0

Let A1 DATASHRED shred your documents for you!

Shred Event Day: Saturday, June 21st, 2025, 9:00 AM – 12:00 PM

The East Cambridge Savings Bank in Woburn is sponsoring a Community Shred Day at 237 Lexington Street, Woburn. You can watch your personal documents be shredded in a mobile shredding truck. 100% of the shredded material will be recycled. Bring your unwanted documents to shred to protect your identity, such as: old tax returns, old bank/credit card statements, medical records, old paystubs and/or old utility bills. Shred your personal information to protect your identity.

Bank staff will be available to help you bring documents from your car to the shred truck.

For more information: https://www.ecsb.com/community/in-our-community/community-shred-days

Shred Event Day: Saturday, June 14th, 2025, 10:00 AM – 2:00 PM

The Town of Needham’s Recycling & Solid Waste Division is holding a Public Paper Shredding Event at the Jack Cogswell Building on June 14, 2025, 10am-2pm.

Documents will be destroyed on the spot in a mobile shredding truck. Bring your old credit card bills, old medical bills, old tax returns, and or bank statements to be shredded in a secure manner. Protect your identity by shredding your personal information. 100% of the shredded material will be recycled. Protect your identity by shredding your personal information.

Shred Event Day: Saturday, June 14th, 2025, 10:00 AM – 2:00 PM

Paper Shredding Event, sponsored by Rollstone Bank & Trust in Leominster, will take place on Saturday, June 14, 2025, 9am to 12 pm. There will be a mobile shredding truck to shred your documents on-site. You can watch your personal documents be shredded on-site. 100% of the shredded material will be recycled. Bring your old credit card bills, old medical bills, old tax returns, and or bank statements to be shredded in a secure manner. Protect your identity by shredding your personal information.

For more information: https://www.rollstonebank.com/shred-days/

This event is free and open to the public.

Shred Event Day: Saturday, June 14th, 2025, 9:00 AM – 12:00 PM

Paper Shredding Event, sponsored by Cook & Company Real Estate Team in Billerica, will take place on Saturday, June 14, 2025, 9am to 12 pm. A1 Datashred will have a mobile shredding truck to shred your documents on-site. You can watch your personal documents shredded. 100% of the shredded material will be recycled. Bring your unwanted documents to shred to protect your identity, such as: old tax returns, old bank/credit card statements, medical records, old paystubs and/or old utility bills.

Every business works with sensitive information. Whether it’s customer data, financial records, or internal memos, protecting this information is essential. But how do you decide when it’s time to hire professional shredding services? Here are key signs that may indicate your business could benefit from secure shredding solutions.

A Growing Pile of Paper

It’s easy for businesses to accumulate paper over time, especially if your processes rely on physical documentation. If your office is drowning in old contracts, employee files, or outdated records, it might be time to think about shredding. While a small shredder can handle a few sheets at a time, it’s not practical for disposing of large amounts of paper. A professional shredding service can handle bulk destruction efficiently, saving you time and effort.

Quick Tip:

Take a look around your office and evaluate how much paper sits unused. If you have file cabinets, storage boxes, or shelves full of old documents, this is a sign you need a better solution.

Compliance with Privacy Laws

Many industries are required to follow strict data protection and privacy laws. Whether it’s HIPAA for healthcare, FACTA for financial services, or GDPR for international businesses, your organization may have legal obligations to dispose of documents securely. Failing to meet these standards can result in fines, legal issues, and reputational damage. Professional shredding services are well-versed in compliance standards. They ensure that your documents are destroyed in accordance with the applicable laws, giving you peace of mind.

Example:

If your business handles credit card payments, you’re likely familiar with PCI DSS regulations. These rules emphasize securely discarding paper records once they are no longer needed. Ignoring these practices can lead to costly penalties.

Increased Risk of Data Breaches

Data breaches aren’t limited to computer systems. Physical documents can be just as dangerous if they fall into the wrong hands. Old files with confidential information, such as employee details or corporate strategies, can make your business vulnerable. If you’ve started noticing more sensitive papers being left out in common areas or trash bins, it’s a red flag. Professional shredding prevents these documents from becoming a liability. Certified shredders ensure everything is securely destroyed, from small notes to large files.

Lack of Time for Secure Disposal

Running a business is demanding. Between managing teams, meeting clients, and hitting deadlines, there’s rarely enough time to tackle shredding tasks. Office shredders may seem like a convenient solution, but they often break down or take forever to handle large amounts of paper. What’s more, they still leave you responsible for ensuring that shredded pieces are properly disposed of. Outsourcing shredding can free up your employees to focus on their core work. A shredding company will not only destroy your documents quickly but also dispose of them responsibly, often through recycling.

Benefits of Outsourcing:

• Time savings: No employee is stuck feeding paper into a shredder all day.
• Cost-efficient: Avoid the expense of repairing or replacing office shredders.
• Focus on business goals: More time to spend on tasks that grow the company.

Upcoming Office Moves or Cleanouts

Relocating to a new office or simply clearing out old spaces often reveals a surprising volume of unnecessary papers. During such times, the last thing you want is to lug around years of outdated files. Professional shredding services are particularly useful during these transitions, streamlining the process of decluttering.

How It Works:

• Identify documents you no longer need.
• A shredding company can come to you with mobile equipment or pick up the files.
• Your documents are securely destroyed, reducing clutter before the move.

Employee Concerns About Document Security

Employees are often the first to notice security lapses, especially when it comes to sensitive information. If team members express concerns about how documents are stored or disposed of, it’s worth listening. A lack of proper shredding practices can negatively impact employee trust, particularly when personal records are involved. Professional shredding services demonstrate that you take security seriously. By outsourcing document destruction, you show your team that protecting sensitive information is a top priority.

Example:

Imagine HR files, salary records, or performance reviews being carelessly discarded without shredding. Not only could this compromise privacy, but it could also harm employee morale and trust.

Client Trust and Reputation

Clients trust you with their information. Ensuring this trust remains intact requires following strong confidentiality and security measures. A single mishandled document can jeopardize your reputation and lead to lost business. When you implement secure shredding processes, you reassure clients that their information is safe. It’s an investment in maintaining strong relationships while reducing business risks.

When You’re Unsure What to Keep

Not every document has to be shredded. Some businesses struggle to separate what should be kept, discarded, or destroyed. A professional shredding service can help guide you through this decision-making process. Many companies also offer shredding schedules tailored to your needs, so that no document sits around longer than necessary.

General Rule of Thumb:

• Keep: Tax returns, legal contracts, current employee records.
• Shred: Expired contracts, old customer data, duplicate documents.

If your business struggles with organizing its paper trail, shredding companies can also provide end-to-end solutions, including file purging and secure recycling.

Experience the A1 DATASHRED Difference

Looking after your business’s information isn’t just a responsibility; it’s an essential part of running a secure and professional organization. If you’ve noticed growing piles of paper, concerns about compliance, or risks of data breaches, professional shredding services can offer a practical solution. Not only do they save you time and money, but they also protect your business against potential risks. Contact us today to start shredding with us.