We all make mistakes at one time or another, but some mistakes are more costly than others. When it comes to document destruction, the consequences of one’s mistakes can be quite dire, as it is imperative that valuable information does not get destroyed prematurely. Failure to properly protect important documents can result in serious legal and financial repercussions, but what exactly can go wrong with regards to document destruction? Keep reading to learn about mistakes you should avoid during document destruction.
Depending on Office Shredders
Office shredders may appear to be perfect for your document destruction needs, but this isn’t the case if you have large-scale files that need to be destroyed. The amount of paper you can shred with office shredders is limited, not to mention that paperclips and staples have to be removed from these files. You also need to empty your shredding receptacle often.
If you have large-scale files to shred, you should get help from a document destruction company. They will provide you with locked collection containers, then collect the container’s contents once shredding is over. This makes shredding your files much safer.
Not Proving Destruction
If you don’t have a document destruction procedure that’s verifiable, your company won’t be able to prove that files were shredded. It also means you can’t prove you were compliant with any federal or state-level privacy laws. This is why working with a document shredding company is so important. Their staff members will keep your company in compliance with any applicable laws during the shredding process.
Committing to a “One Size Fits All” Retention Policy
A retention policy helps guarantee compliance while also lowering liability, but if you keep files for longer than required, there are storage fees and privacy risks that start coming into play. You have to keep in mind that different files should be stored for different amounts of time, so you need to have a process in place that ensures files are destroyed at the appropriate times.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.