Regardless of the number of employees and size of the business, information privacy has become an important concern for many employers and employees in this era. The fast-paced technology and internet have made it possible for the information to travel in seconds from one place to another. Hence, it is super crucial for businesses to be extra vigilant about information privacy to avoid potential information breaches and errors. And one way to do so is to have a document shredding policy!
What Exactly is a Document Shredding Policy?
A Document Shredding Policy outlines various instructions on how documents must be handled in the company. And just like the name suggests, employees are expected to properly dispose of sensitive documents by shredding them instead of throwing them in the trash. Shredding documents ensure the document does not end up in the wrong hands and all the information, especially about external stakeholders like clients, is kept secure.
Why Does a Company Need a Document Shredding Policy?
Protecting the Personal Information of Clients and Employees is Super Crucial
Whether medical or legal, all industries produce crucial information from time to time. Some companies hold private information for their clients. Others deal with sensitive matters. And all companies have records of their employees. It’s imperative to protect all of this information from third parties to avoid problems like identity theft and corporate espionage. Accordingly, a company’s document shredding policy should mention all materials or documents that need to be disposed of, such as personal employee information, invoices, clients’ directories, and other important files.
It Helps in Fulfilling Legal Obligations
Federal and state laws in the country require companies to be responsible when disposing of their data. Non-compliance with such laws can result in various penalties and fines under the following acts:
- The Health Insurance Portability and Accountability Act (HIPPA)
- Fair and Accurate Credit Transactions Act (FACTA)
- Sarbanes-Oxley Act (SOX)
- The Gramm-Leach-Biley Act (GLB)
- Payment Card Industry Data Security Standard (PCI DSS)
Accordingly, an effective and functional shredding policy can help companies meet their legal obligations, as stated under various laws.
It Helps the Company in Making a Sustainable Choice
Businesses produce tons of waste every month, and accordingly, they have an increased responsibility towards the environment. Fortunately, by working with a shredding service, companies can prevent the paper waste from going into landfills.
Good shredding companies use the paper waste to recycle into new paper products. In this way, companies that want to cut down their waste and become more conscious of their choices can also benefit from a document shredding policy.
Most importantly, it frees up the space in the office, especially for small business owners who don’t have enough space to store all the documents they have collected for months and years. Shredding allows offices and business owners to free up office space and eliminate items like boxes and cabinets.
List of Documents that can Fall Under a Shredding Policy
Wondering what sort of documents fall under the shredding policy? The following list can help:
- Receipts, such as ATM, canceled and voided checks, credit card transactions, and any other receipts with bank account numbers
- Mail, like those with address labels and pre-approved card applications
- Any financial statements concerning the bank, credit reports, and credit cards
- Utility bills that map out the expenses of the company, such as telephone, electric, water, gas, cable, and internet
- Any identification cards or badges
- Documents highlighting personally-identifiable information, such as tax forms, birth certificates, national identity cards, real estate transactions, and legal records
- Any other document containing information including maiden name, address, phone number, signature, email address, password, social security number, and PIN to any account
- Travel details like luggage tags, expired passports, used airline tickets, and itineraries.
- Employment documents, including resumes, paychecks, employment records, or any other document from the HR department regarding employees
- Health records, be it medical or dental
At Amplify, we support US businesses with exemplary document shredding services. Our services ensure businesses get high-quality support without spending tons of money.
Amplify also recognizes the struggles of disabled people and the problems they face in navigating their everyday lives. But, we are equally appreciative that disabled people continue to stand strong amidst the challenges posed by society. Our work at Amplify is also not possible without the support of our Down syndrome clients. We advocate for our clients daily and thank them for truly taking our business to the next level.
Don’t wait any longer. Contact Amplify today to get outstanding order completion services for your enterprise in Texas and beyond!