Data breaches are expensive. And unwelcome. And frustrating. Recent reports from the Ponemon Institute predict that an average security break costs 7.2 million dollars. Basically, you want to do everything in your power to avoid them. That entails compliance with all privacy laws and regulations regarding documents, especially those that contain data of a sensitive nature. If you do not comply with these laws there’s a one million dollar fine and ten years of imprisonment that accompany the Sarbanes-Oxley Act that may change your mind. Furthermore, every state has its own laws about data and document privacy and subsequent data breaks. In all, this is pretty serious business. So serious, in fact, that modern legislation is starting to represent it. On August 31, 2011, Jerry Brown approved California Senate’s Bill 24, which lists the processes a company must go through after a security breach has happened.
So what you can do to make sure you avoid one million dollar fines and ten year stints in jail? Well, there’s a few things. First, it’s probably important to get a lay of the land regarding document security and destruction. Learn the rules, both on a federal and state level, that apply to your company and the records you protect. Make sure you abide by these laws. Then, you may consider Contracting with a professional company like Shred With Us to help ensure you aren’t making document destruction mistakes. You will want to make sure your shredding company is of the highest quality. If you are in the North Carolina, South Carolina, or Georgia areas, Shred With Us is really your best bet for preventing data breaches and promoting security in general. However, if you live elsewhere, you may need to interview your shredding options to gauge the company’s knowledge of regulatory compliance rules and laws. Once you have picked the company you want to partner with, its best to draft a document destruction plan together. A well constructed plan can help you get the most out of your document destruction company and also help you have the highest level of protection assurance possible. You will never have to face the fines and prison time that accompany improper document handling if you simply abide by the rules of a well crafted shredding/document destruction plan.
There are also somethings you want to avoid regarding document shredding and destruction. One is sloppy storage procedure. If you do not create a good storage procedure, or do not abide by it, it could wreak havoc on your entire document system. Another mistake people make regarding document destruction is not having proper timetables. Federal law requires storage times for a variety of different types of documents. Make sure you are abiding by these laws and having a proper timetable system.
Another mistake you can make with your documents is trying to shred them yourself. Leave it to professionals who are well versed in the guides and regulations germane to shredding and document destruction. Leave it to Shred With Us, and you’ll never have to pay a document destruction fine or face serious consequences!