Guarding business information is needed to protect your company. Paper documents can be stolen. This is why you need to ensure that you take steps to protect them from theft and loss. In some situations, you may need to destroy them.
Protecting paper documents is an integral part of safeguarding sensitive information. If you are not guarding these, your company may be at risk. It could even lose you millions. Below are some tips that can assist you in protecting paper documents and preventing any issues.
Have a Document Maintenance Plan
When it comes to paper documents, organizing is key. You should set all vital records aside. They should be stored and arranged in their respective places. Place them in filing cabinets. This way, you won’t have to worry about irrelevant documents. It will also reduce clutter.
Organize them in each of their categories. There are also cases wherein you must keep documents legally. Afterwards, you should discard them. If this is the case, then have a schedule. Choose a day in the month when you should organize and dispose of documents.
Restrict Access
You must control access to paper documents. Put in place strict security protocols. Doing this will keep your documents safe from peering eyes or theft. Restrict access to specific employees.
Establish rules and regulations. When you need some documents, make sure to return them immediately. These should never be brought out of the office or taken home. For extra security, you can place surveillance cameras. This will help with liability. You can also implement key card entry systems.
Apart from these, make sure that you place them in sturdy filing cabinets. Lock these at all times.
Digitize
Make use of technology. Digitize documents by scanning. It reduces paper documents being destroyed or damaged through wear or natural disaster. Scanned versions are more accessible and easier to retrieve than the originals. It makes them more convenient for archival purposes.
Digitizing also reduces papers from piling up in the drawers or shelves. But, you need to keep your digital documents secure as well. Restrict access to hard drives and USBs.
Once you’ve scanned and archived your documents, dispose of paper documents.
Dispose of Papers
If you don’t need certain documents anymore, it’s best to throw them out already. Throwing out paper might seem simple. But, it’s more complex, and there are tons of factors you must take into account. You shouldn’t throw away paper documents in the trash. This style of paper disposal can also put your company at risk.
The paper shredders you are using are also not enough. Paper shredders only tear apart paper into strips. It can still be reconstructed and used at any time.
Because of this, you need to get your private documents shredded by professional document destruction services. These services make use of industrial-grade shredding technology. It ensures that the confidential information on your papers isn’t accessible. Furthermore, it is also more sustainable and less time-consuming.
To protect your business papers, you need to take some necessary steps. The tips above are a good start in ensuring a safe and secure archiving strategy in your company. They could help not only in protecting your business but also your employees.
