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In this issue of Securing the Future, we share best practices for document destruction. We identify three key guidelines to follow and how they will help to keep your customer, employees and business secure.
All organizations possess important confidential information about their own operations and about their customers which increases the risk for becoming a target for identity theft and fraud. According to Ernst and Young’s 2010 Global Information Security Survey1, they found that despite economic pressures, organizations are spending more to address information security challenges, including those related to delivering security in a borderless environment. 46% of the survey respondents indicated that their annual investment in information security is increasing, with only 6% planning to reduce their information security investment.
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According to Ernst & Young’s 2008 Global Information Security Survey, senior executives from different countries believe a security incident would have an even greater impact on reputation and brand than on revenue.
Eighty five per cent cited damage to reputation and brand assignificant, compared to 72 per cent for loss of revenueand 68 percent for regulatory sanctions. 1
“Accessibility to documents that contain confidential data poses a serious threat to the business and reputational integrity of any organization,” says Michael Skidmore, Chief Security Officer at Shred-it. “It’s only common sense that organizations should do what it takes to prevent any compromises of their information, identifying security loopholes and implementing effective and reliable measures to address them.”
Secure document destruction is one of these measures. Based on its 20-plus years of experience in this business, Shred-it shares some tricks of the trade and practical tips on how to make sure your confidential information stays confidential.
Best practices in document destruction can be summed up as three general guidelines that are easy to understand and implement:
When implemented in a strategic and integrated way, these principles will dramatically increase the security of your documents, your business and your customers. But let’s look at them one at a time.
A “shred-all” policy is one of the most critical steps you can take towards total information security. It means a department or companywide commitment to shredding all documents on a regular basis. Standardizing document destruction procedures will allow your organization to align its rules and regulations with its information security goals and needs.
A shred-all policy is a way to make sure there are no leaks – intentional or unintentional – of your organization’s sensitive information to outside sources, potentially including criminal groups that feed on this sensitive information to commit fraud including identity theft crimes. In turn, regular disposal of paper waste means it does not accumulate in a chaotic manner, reducing the potential for security breaches brought about through negligence or malicious intent.
Regular information security audits will help you identify areas of vulnerability and potential risks.
Some security audit best practices include:
Full cooperation of your employees is paramount, but a word of caution is in order. While most security threats may be perceived to be outside of your organization, don’t overlook the potential for internal threats. Your staff may actually be one of them. According to the US-based Healthcare Information and Management Systems Society, up to 23 per cent of all breaches that required notification since 2000 have been caused by an employee.2 Important information can be lost, stolen or mishandled by your staff members. That’s why limiting the number of people who have access to confidential data and enforcing security guidelines on all levels of an organization is so important.
You may think you are doing your part for the environment by tossing paper into the recycling bin. However, are you recycling in a security-conscious manner?
Remember: loose paper is often unattended before it has been recycled, and it can leave your organization vulnerable to potential security breaches. For example, unguarded paper in recycling containers can be misplaced or stolen. Or, it can simply fall out of the recycling truck and onto the street.
There is a way to meet both needs – serving the environment and practicing responsible business by recycling documents while also keeping your customers’ confidential information confidential. You can achieve both goals by outsourcing document destruction to a reliable document destruction service provider with high security standards and a strong environmental record.
You might find it interesting to know that, working with Shred-it, organizations save one tree through recycling every time they fill up two Shred-it security containers with paper. Shred-it even offers customers an annual Environmental Certificate, which states how many trees they have saved. What’s more, using recyclable, biodegradable, hydraulic fuels for its vehicles, Shred-it proves its commitment to continuing to improve its environmental practices.
Implementing all these measures, you’ll come a long way toward the ultimate goal – total security of your business and customer information. However, one question remains - should you hire a third-party provider or try pursuing these measures on your own? Here are a few pointers to help you ponder this question:
Shred-it’s on-site locked document storage containers ensure that once documents are ready to be discarded, they remain secure and protected until Shred-it personnel arrive. Those documents are then moved to a Shred-it truck, following a tight chain of custody. There, on-site, they are fully destroyed, leaving only small confetti-like pieces of paper that cannot be reassembled. Shred-it completes the process, issuing a Certificate of Destruction to provide verification that documents have been securely destroyed.
By outsourcing your document destruction needs, you gain access to the years of experience and deep expertise of a professional document destruction service provider. In doing so, you significantly reduce the risk of unfortunate missteps or accidents, potentially leading to security breaches, privacy violations and identity theft and fraud.
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