Organizations fight over acquiring the maximum amount of data while customers fight to keep their data safe on the other end of the spectrum. Information is the key to success in modern times. Information and properly utilized data can either make or break your organization. Even though using paper as a document is becoming rare and obsolete, but there is still a chance that your organization uses them in their day to day life.
It might come as a surprise to you, but most of the sensitive and crucial matters of an organization are penned down on a piece of paper. Once the purpose of this information is lost for an organization, they tend to destroy or shred it. The purpose of this blog is to discuss different ways of adequately shredding business documents efficiently and effectively.
How to Properly Shred a Business Document?
Even though it may sound like a trivial task but it is of utmost importance in businesses. It does not matter whether your organization is big or small. Business documents are of great importance and require great care when they are being disposed of. Every organization has its own set of the procedure before they do the honors of shredding business documents. Here are some of the most crucial and essential factors to remember when getting rid of the papers:
- Sort Them Out
This one is pretty obvious, but when people are in a rush, they may overlook it! Please sort out your documents first. Realize which ones are important and those that can be discarded. Double-check to ensure that no mistake is made as this is a severe matter for organizations.
- Remove Crucial Information
If you have the time, energy, and manpower, it is recommended to get rid of all the crucial information on the documents. You can do that by taking a black marker and crossing out names, mobile phone numbers, and other similar information. Even though the purpose of shredding your documents is to get rid of all the data on paper, but some people can commit fraud from any angle. Keep yourself, your employees, and your organization as safe as you can.
- Calculate Shredding Material
This can be a tricky task. By calculating the amount of material that needs to be shredded, you can make better decisions about how you may want to get rid of the business documents. For example, if the shredding material is in tons, then a different strategy will apply when shredding all that content. If you would like to ship the business documents to a trusted shredding company, you will need to know the total weight of paper and boxes you need to shred.
- Right Equipment
Figuring out the right equipment plays a vital role in shredding business documents, especially if you do it by yourself. Some organizations hold a bonfire night and burn all their papers in the fire, ensuring that nothing gets left behind. Others just buy large shredding machines and get the task over with. Make sure your goals are clear, and you get the job done correctly.
- Make a system
Instead of piling up the business documents for shredding purposes, create a system. Every three to six months, sit down with all the papers in your office and sort them out. And then put them through the whole process of shredding.
Why Should Anyone Shred a Business Document?
Let us understand the reason why it is such an important task to shred a business document.
- Follow the Law
A breach in the private data of an organization means a significant loss to the company. But most importantly, organizations must never forget that shredding a business document is the law! If you fail to safely get rid of a business document, you are literally breaching the rules and regulations set by the government. Organizations have had to pay hefty penalties in the past for the same reason.
- Avoid Leakage to Competitors
Many legal and financial matters are printed on a piece of paper. With time they start to lose their importance. In such a case, they are often discarded. If they end up in the hands of competitors, they can extract information from the business documents’ data. This data can be used against the organization, or the competitors can gain an edge with their services or products.
- Prevent Identity Theft
HR documents have a lot of information about every employee in the organization. Most of this information is still stored in documents in most organizations. If the HR employees are careless and do not discard the business document with employee information properly, identity thefts can arise.
This is why it is of absolute importance to pay great attention to shredding a business document.
Shredding a business document is mandatory for organizations, big or small. But it is essential to follow a proper procedure before diving into the shredding process. There are many organizations out there that offer their services to shred business documents. If you are too busy to do this task appropriately, it is advised to hire their services. Stay safe and keep your records safer!