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Business

How to Secure Documents in the Workplace

A lot of companies continue to find ways to help in protecting the environment. Some of them go paperless by handing over documents to a mobile document shredding services. The service provider will scan them into digital files before destroying them. But, not all companies consider this option. In fact, many of them may still generate hard copies.

Companies these days put lots of efforts, time and money into securing their digital data. But, they may not take the same precautions for hard copies. Indeed, confidential and sensitive data can hurt and damage any business operation once they fall into the wrong hands in a digital form. This makes it essential for companies to ensure their digital data don’t become a security risk.

Here are some ways to secure workplace documents:

Keep Documents Under Lock and Key

Putting a lock on both hard copy and digital documents is important. This is far more effective than restricting access to digital data. Hard copies must be kept in locked file cabinets. Once they need to be destroyed, they should be placed in locked bins that a reputable shredding company can provide. The policy associated with this must emphasize the inclusion of all documents, including sensitive documents. A shred-all policy will make sure that sensitive and confidential customer information is secure.

Make Sure Desks are Always Clean

With this policy, your employees must maintain a clean desk at the end of the working day. In turn, this keeps any papers displayed or information exposed in inboxes. This also prevents clutter as everyone leaves the workplace. Apart from making the office more efficient and attractive, this will reduce its security risk. Keep in mind that not employees can have access to certain information. This can usually happen when an authorized employee leaves out data in the open.

Make a Digital Document Security Plan

Today, internal and external official communications take place over the web. A lot of businesses are also moving towards paperless offices to save on operating costs and maximize operational efficiency. Make sure you approach digital document security differently from physical document security. Keep documents that you will use for a long term in specialized digital backups.

Ensure the computer terminals are maintained regularly to ensure there will be no breakdowns to take place which could cause a threat to document security. Also, understand that deleting files may notcompletely destroy the documents.To ensure you achieve your security goals, hire a professional shredder that can provide even services such as hard copy document, digital copy and wet document destruction.

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