September 29, 2016
Implementing a Shred-it all Policy means that all workplace documents are securely disposed of and destroyed when they are no longer needed.
While protecting an organization’s confidential information would appear to be the main reason for the policy – and it’s certainly the most important driver – there are many other benefits too.
Better protection: First and foremost, a data destruction policy protects an organization’s personal and confidential information, and reduces the risk of security breaches.
Improves compliance: In the 2014 Security of Paper Documents in the Workplace study by Ponemon, almost half of respondents said compliance with privacy and data protection regulations is a primary reason for outsourcing shredding and disposal services. There are many industry regulations for privacy and security including HIPAA, FACTA, Sarbanes-Oxley Act (SOX), and Gramm-Leach-Bliley Act of 1999 (GLB).
Professional destruction: Industry experts recommend partnering with a professional document destruction company. The Ponemon research showed that 73% of respondents believe it is more effective to partner with an outside company than to rely on in-house shredding and disposal by employees. The document destruction company should provide a secure chain of custody with locked consoles, trained service professionals, industrial shredding equipment, and a Certificate of Destruction after every shred.
Less uncertainty: This kind of data disposal policy removes uncertainty around whether documents are confidential and require shredding. There are no recycling bins for paper, and all documents are destroyed.
Reduction in human error: Human error accounts for 52% of the root cause of security breaches, according to a recent study from CompTIA, an IT industry trade association. The top examples in the workplace: end user failure to follow policies and procedures (42%) and general carelessness (42%).
Security is embedded: When security is embedded in workplace processes, it helps to change employee behavior too. Positive security behavior is critical, according to industry observers.
Protection against dumpster divers: The theft of sensitive and confidential information in dumpsters is still a big issue. In fact, dumpsters and other trash receptacles are targets for criminals looking to steal a company’s sensitive and confidential information. Ponemon research showed that paper documents are also at risk in a trash bin, and when initially printed in a communal printing tray and at an office desk.
Culture of security: A document destruction policy works hand in hand with strategies that support a culture of security in the organization. For example, a Clean Desk Policy encourages employees to keep their desks clear of confidential information, especially when they are away from their work stations. These strategies also help to fight complacency around keeping information secure, which is an increasing concern, according to the 2016 State of the Industry Report from Shred-it.
Environmental protection: Partnering with a reliable document destruction company means that paper documents are securely shredded before they are sent for recycling.
Today, it’s important to protect your organization from information thieves with a document destruction policy and in every way you can.