Document destruction is an important office manager duty. While digital security continues to grow in importance, good old-fashioned physical document protection remains a concern. Whether guarding proprietary secrets, personal or financial information, or other sensitive documents, office managers must be certain when such materials are gone, they’re gone for good. But there’s more to the job than that. Here are a few of the hidden risks of neglecting secure document disposal.
The Growing Threat of Data Breaches
Each year, companies across the world face threats from data breaches. Improperly discarded documents leave sensitive information vulnerable to exploitation. Identity thieves and other bad actors often target neglected and discarded files. And it can get worse from there, leading to costly lawsuits, fines, and harming your professional reputation. Proper document destruction is a proactive step to preventing all that.
Legal and Ethical Implications
Many industries face strict regulations about the handling and disposal of certain documents. Failure to comply with these regulations can result in hefty fines and legal battles. For example:
- For the healthcare industry, the Personal Information Protection and Electronic Documents Act (PIPEDA) protects healthcare privacy with specific rules on document destruction. America has a similar set of regulations. The Health Insurance Portability and Accountability Act (HIPAA) outlines patient privacy regulations and how healthcare records must be handled and destroyed.
- Many companies are bound by European General Data Protection Regulation (GDPR) laws, which detail, in part, the protection of client data privacy even after such information is discarded.
Oftentimes, a company needs to provide proof that documents have been entirely eradicated. A certificate of destruction proves the protection of intellectual property through document destruction. Such a certificate safeguards a company in legal situations.
Damage to Your Brand’s Reputation
Documents that end up in the wrong hands may destroy brand trust. Imagine old contracts or financial reports being discovered in a public dumpster. It would pose an immediate security threat while also damaging the clients’ and stakeholders’ trust. Office managers safeguard a company’s reputation. Investing in secure document destruction helps customers and employees maintain their confidence in the business.
Practical Tips for Office Managers
Implement a Secure Disposal Policy
Educate employees and provide clear guidelines on the importance of shredding or destroying documents.
Partner With Trusted Disposal Services
Contract with certified disposal specialists who ensure all documents are securely destroyed and provide incontrovertible proof.
Digitize and Reduce Physical Paper Use
Minimize the need for physical disposal. Transition to digital records only and strive for a paperless office. It’s safer and better for the environment.
Those are some of the hidden risks of neglecting secure document disposal along with some tips for preventing accidents and issues. Don’t wait for a data breach to highlight vulnerabilities—take action today and ensure your office remains secure!
