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When Disposing of Confidential Information, Remember the Following

Disposing Of Confidential Information

At one time or another, every business could end up dealing with theft of their confidential or sensitive information. Whatever information your company stores should be secured or properly destroyed if it’s no longer needed. To help avoid the theft of confidential information, every company should implement a document disposal process.

When faced with the challenge of safeguarding information, it’s best to follow the following disposing of confidential information guidelines:

Develop a confidential information management policy
In order to lower your company’s chances of experiencing a data breach, it’s best to establish a specific business records retention schedule. This type of policy will help determine how long your business should store confidential documents or records. Your policy should specifically state how confidential files are dealt with and who should have access to them. Every employee in the company should be trained and face consequences if they don’t adhere to the company’s confidential information policy.

Change your company’s environmental impact
It’s not just illegal to throw away documents with sensitive information, there is also a significant environmental impact. Recycling is effective, but for confidential documents it may not be secure enough – shredding is a better way to ensure that sensitive information does not get into the wrong hands. It’s not efficient or effective to rely on store-bought shredding machines – they cannot handle the disposal of confidential information in high volumes, or destroy a digital media storage device.

Most experts suggest that paper should always be shredded using a cross-cut method in order to destroyed beyond recognition and most store-bought shredders don’t feature that ability. To save the environment, it’s best to cut paper down to a size which can be recycled more easily – only professional shredding equipment can shred down to the smallest size.

Make sure you find the right shredding company
Proper disposing of confidential information is always worth the extra investment. Don’t put your confidential information at risk by choosing just any shredding and destruction service. A professional shredding company can help you stay in compliance. Avoid legal trouble, help save the environment and obtain peace of mind that you’ve done everything you can to protect the valuable information you store.

It’s best to find an experienced shredding company with a strong reputation and good references. Look for a provider that is certified by the National Association of Information Destruction (NAID). If they are AAA certified, then you know they are working with the highest ethical and professional standards.

There are many reasons why a professional shredding company will help. They typically provide a certificate of destruction which will prove that your company is in compliance with shredding and destruction regulations. A professional and accredited service is ideal, because if an identity theft case ever surfaces, your business could be held liable.

Most of these companies will provide certificates of destruction which prove that the shredding and destruction process was properly executed. They can also help your company avoid legal trouble, help save the environment and provide the proper protection for the valuable information you store.

IntelliShred is a full-service document shredding and destruction company which offers daily, weekly, and monthly service packages. We are NAID members and we have a fleet of mobile shredding and destruction trucks with state-of-the-art equipment. Learn more about how we can help you protect your business – contact us today for more information on our services.

Corporate Information Management

With the many recent reports of fraud and theft, companies both large and small are always a target. Today’s employers must work diligently to prevent the theft of confidential and proprietary information.

Regulations like the Gramm-Leach-Bliley Act and the Sarbanes-Oxley Act are in place to offer protection, but companies should also add on policies and procedures which help them safeguard against fraud.

It’s simple for organizations to establish and enforce corporate information management security policies – following these steps will help them combat against fraud.

First Step: Identify and prioritize confidential information within your organization

Most organizations need to begin by categorizing their confidential information by value and confidentiality. By doing this first step, companies can prioritize which data to secure first. Customer information systems or employee record systems are the easiest places to start. Social Security numbers, account numbers, personal identification numbers, credit card numbers and other types of structured information that will need to be protected. Contracts, financial releases and customer correspondence are also important to protect.

Second Step: Perform a risk assessment and study current corporate information management

It’s necessary to see exactly how confidential information flows around the organization. Identifying the processes that involve confidential information is a straightforward exercise, but determining the risk of leakage requires a more in-depth examination. The following questions are important to get answers to:

Who can access these confidential information assets?

How are these assets created, modified, processed or distributed?

What type of gap exists between stated procedures and the exact actions of employees/staff?

Keeping these questions in mind, companies will be able to identify vulnerabilities in their handling of corporate information management.

Third Step: Determine the appropriate levels of access to confidential information

A company can develop distribution policies for all types of corporate information management based on the risk assessment. These policies should govern exactly who can access, use or receive which type of content and when, as well as oversee enforcement actions for violations of those policies.

Distribution policies should be created for the following types of confidential information:

Customer information

Executive communications

Intellectual property

Employee records

When these distribution policies are better defined, companies can then also implement monitoring and enforcement points along the communication paths.

Fourth Step: Implement adequate monitoring and an enforcement system

It’s crucial for companies to monitor and enforce established policies. The system created should monitor information usage and traffic, verifying compliance with distribution policies. Software systems can accurately identify threats and prevent them from affecting the company. The monitoring system should have the ability to avoid false alarms as well.

Fifth Step: Review monitoring progress and level of fraud risk

The most effective way organizations can protect against fraud is to regularly review their systems, policies and training. Through monitoring systems, organizations can improve employee training, expand deployment and systematically eliminate vulnerabilities. Systems should be reviewed regularly Both internal and external audits are useful for eliminating vulnerabilities and threats.

Today’s companies need to identify sensitive data; understand current business processes; craft appropriate access, establish distribution policies and monitor all communications. One of the easiest ways to safeguard your confidential information is to shred and destroy documents and information storage devices.

The benefits of hiring a professional shredding and electronic destruction service are clear – it’s the most effective way to avoid facing information security risks. It’s absolutely crucial to put safeguards in place that will protect your business. IntelliShred has been awarded the highest security rating, “AAA Certified” by the National Association for Information Destruction (NAID). Contact us today on how we can assist you.

Bulk Paper Shredding

Secure information disposal is critical to any business. Do it badly and you open yourself up to legal issues, bad publicity, and problems with regulators or the law. There are numerous stories worldwide in which unsuspecting members of the public find personal or confidential information in the trash. Worse still, this information is discovered by those seeking it for nefarious purposes.

Shredding is the proven way of disposing of paper records securely to help safeguard confidential information. It is secure, it is clean, it is efficient. And it’s better for the environment than landfill or incineration, which is hardly an option for most organizations in built-up regions.

IntelliShred has over two decades of experience helping organizations dispose of paper records securely. We know this business and we’re available right now with our bulk paper shredding services to help you destroy paper records securely.

If your requirements are urgent, get in touch with us straight away. We can help you with a planned, one-off purge as part of a digitization process, a general clear out, or an annual file clean up. Perhaps you’ve finalized an audit of litigation cases and need these sensitive files destroyed securely? Or maybe you’re clearing out as a result of a re-organization, relocation or consolidation? Whatever the reason, IntelliShred can help with your bulk paper shredding. Rest assured, our experts will not leave anything behind after a paper disposal process.

The problems with in-house disposal

An office paper shredder may be adequate for small batches. It’s not going to be cost-effective, however, to have an employee feeding paper in, emptying bins, and unblocking the jams for large quantities. On top of that, many office shredders have a problem with bindings, laminate covers, and notebook spirals. Add removing binding, spirals, and laminates to the time it will take your employees to prepare the items for destruction. Anything more than a few dozen batches is going to cost you time and money.

Also, office shredders often only shred vertically. Information shredded this way is recoverable. If you put the paper waste in your regular trash or recycling, you cannot guarantee that the information is irretrievable.

Imagine that you accidentally shredded winning lottery numbers using a typical desktop shredder. Could you put the ticket back together again? Our industrial and professional shredders, however, cut across as well as down making your documents 100% unrecoverable, so keep hold of your lottery tickets when you get in touch with us.

Why IntelliShred is the smarter choice

Bulk paper shredding is one of our specialisms. Our scale means that quantity isn’t a problem. We can handle the shredding needs of large educational establishments, such as universities, government agencies and their departments, and large corporations who may be moving toward electronic archiving from heavy, paper-based systems. In the insurance, legal, or medical service industries, paper remains a reliable and efficient way of operating, but only safe and secure destruction will protect the public and the organizations involved.

Even relatively small businesses benefit from professional document disposal and shredding services. We are happy to accommodate modest batches from small organizations and firms.

How IntelliShred’s options for bulk paper shredding suit every situation

We offer one-off shredding or a regularly scheduled service. For bulk paper shredding, we can provide a one-time visit to destroy documents on-site. Put your documents in a bag or use one of our security containers to minimize the risk of unauthorized access before we receive it. Our trucks will arrive and can shred the materials right there and then. You can view the whole process, from collection to loading into the vehicles, and the shredding process itself live on TV monitors. Our trucks have cameras in the shredding area to give you proof that we’ve destroyed the documents and that they are 100% non-recoverable.

IntelliShred has AAA certification with NAID, the National Association for Information Destruction. You can be confident that our systems comply with the absolute highest industry standards. Say goodbye to your sensitive documents and hello to peace of mind and full compliance with the law.