Every new year brings new opportunities to upgrade your business information security strategies. Here we share four tips to get your 2016 started right.
Tip 1: Purge confidential information from previous years
It’s easy for expired paperwork, duplicate documents and unwanted files to pile up year after year. Allowing that to happen, however, creates preventable privacy breach risks for your business.
Fortunately, a professional information management service can institute an easy, stress-free, one-time purge to destroy all your out of date sensitive documents.
Technicians will deliver free, secure shredding consoles to your facility and place them in strategic locations around your office. Your employees can easily deposit documents that are no longer needed into these containers.
When the consoles are full, you have two options: Your documents can be destroyed at your facility with a mobile shredding vehicle, or they can be shredded off-site at a shredding plant. Both options offer a Certificate of Destruction for your records.
Tip 2: Set up a scheduled shredding service
Scheduling regular shredding services will provide your business with an ongoing privacy protection solution throughout the year.
Your staff doesn’t have to waste time with office shredding machines. Instead, they can drop unneeded documents into the conveniently placed, locked shredding consoles around your office in mere seconds.
As with a one-time purge, you can have the contents of the consoles shredded at your office or off-site, and the results recycled. No shredded material ends up in your dumpster where it can be easily stolen and possibly reconstructed by thieves; all collected documents are professionally destroyed for you.
Tip 3: Store sensitive documents off-site
As we head into 2016, insider theft of sensitive information continues to be a concern for businesses. Every year, dishonest employees steal documents containing personal and corporate information. To prevent your company from becoming a victim, access to sensitive records should be limited to the employees who need them to do their jobs.
Outsourcing the storage of your confidential documents to a records storage and management provider also helps prevent theft risks. Files are stored off-site in a commercial records centre, where all access is strictly controlled and monitored with:
- Entry access control
- Perimeter alarms
- Motion sensors
- Security video monitoring and recording
Barcode technology provides a comprehensive audit trail for all activity affecting your document inventory. Additionally, access and retrieval is limited to authorized employees within your organization.
As a bonus, professional records storage protects your valuable archival business documents from fires, floods and natural disasters. A commercial records centre offers a climate-controlled environment to protect your records from physical damage. It also features multi-zone fire sprinklers and smoke, heat and fire alarm technology.
Tip 4: Properly safeguard your backups
Just as it’s important to limit employee access to paper documents that contain sensitive information, it’s also essential to prevent unauthorized access to your backup media.
With an off-site data security service, your backup media is stored off-site in a data vault. In addition to protecting your tapes and hard drives from theft, temperature and humidity levels within the vault are kept at optimal levels to ensure the long-term preservation of your media. Only screened data protection professionals handle and manage your inventory, while security and fire suppression systems offer enhanced media protection.
The four important tips we’ve provided should help motivate and guide you in upgrading your privacy protection strategies for a more secure 2016.
FileBank offers records and information management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.