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Why Working from Home Businesses Still Need Secure Document Shredding

 

When you work from home, it is tempting to think that lots of issues around document security go away.  Sure, there are no customers walking around the office. And it is less likely that thieves might try to break in because they don’t realise your home is your business.  However, document security is still a critical part of your processes and that’s where secure document shredding comes in.

Why document security is important

Regardless of what type of business you run or where you operate, there are some basics of document security that will apply to you.  When it comes to online security we are all aware of the risks and it is a fact that hackers will sometimes target small businesses thinking they are a ‘soft’ target compared to big companies.

Theft of paper documents is still a risk for any kind of business.  While we are all trying to go digital, there is still a lot of paper involved in businesses and this may actually be increasing – one study showed that 59% of UK companies expect the amount of paper used to either stay the same or increase in coming years.

How to set up document security measures

This means even if you are working from home, you are still likely to have paper documents, and these can contain sensitive or personal information.  Therefore setting up a document security process is an important step. Here’s a step by step process of creating a system.

1. Assess the risk

To start with evaluate what confidential data you handle and what you print.  Anything containing personal data needs to be handled particularly careful, especially with the GDPR regulations having just come into force.

Look at the security processes of businesses that you work with if there are any – this might include vendors, suppliers or partners.  Are they a potential weak spot in your security?

Don’t forget the online version of security and make sure that all computers have protection and you have an adequate backup system in place.

2. Improve storage

Consider setting up a secure document management process if you have paper documents that need to be retained for long-term, such as for tax purposes.  Alternatively look at scanning documents and storing them digitally so you can shred the originals.

Look at creating backups of digital documents and other files that are off-site in case something happens to your home office.

Think about lockable storage for paper documents in the home.

3. Purge data and arrange safe disposal

Look at the documents you store – is it necessary to have a paper copy of them?  Could you either digitise them or simply dispose of them if you don’t need the paper copy?  Look to purge the documents you keep and make sure you only keep what is essential.

Have a process in place to deal with sensitive paperwork.  The best option for this is secure document shredding. This way the paperwork is shredded with state of the art equipment in a way that even the cleverest computer program couldn’t reconstitute.  Then the remains are taken for safe recycling to ensure that nothing is ever seen of it again.

When you stop using devices such as smartphones and tablets, make sure all data is wiped from them before you recycle them to ensure no-one can restore the data and make use of it in some way.

Secure your business

How comprehensive your data security needs to be depends a lot on your business.  If you only have a few pages each month, then secure off-site storage may be unnecessary.  But don’t ignore data security because the consequences can be very expensive in terms of fines and lost reputation.

For more information about our secure document shredding services, get in touch with us today!

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