07/ 27/ 2004
by Jeffrey Moses
Without exception, every business today generates documents and records that require safekeeping. Information such as employee records, customer records, financial data, supplier information and many other types of information must be kept confidential. If such information were to fall into the wrong hands, the result could be public embarrassment, loss of business or even prosecution.
To maintain confidentiality of important documents, every company should establish a document storage and disposal program by implementing the following steps:
- Review all documents and records your company has generated. These could include payroll records, customer lists, tax records, personnel information, vendor information, memos and scratch paper, general wastebasket contents, computer disks and CDs, microfilm and microfiche.
- Set up retention schedules for documents. You may be able to consult with industry trade organizations to learn about legal retention timelines.
- Determine how the confidential information will be stored and destroyed. Simple recycling is not always effective because the data may not be rendered unreadable for some time after being picked up or dropped off at a recycling center. Many companies choose shredding as the means of destruction. Shredding is effective and relatively cost-effective. If your company generates low volumes of confidential information, you may want to purchase a shredder for in-house destruction. If you generate higher volumes, you may want to consult with shredding services.
- To select a service in your area, visit the Web site of the National Association for Information Destruction (NAID). NAID offers a certification program to assure that its members offer the highest quality and most reputable shredding services.If you choose to hire a shredding service, the company may provide lockable storage cabinets at no charge so your employees can drop confidential records inside. The service will pick up the cabinets on a regular schedule or when you call. If you implement your own destruction operation, you can purchase cabinets. Several other companies manufacture lockable cabinets designed for this purpose. Search online for “confidential document cabinets” or “confidential document containers.”
- Inform employees about details of the program, and stress the importance of assuring the confidentiality of every important document generated.
- Assign storage cabinets or other containers to specific collection areas. Make these convenient for employees by placing in central, high-traffic areas or adjacent to workstations.
- Select an employee to oversee the program.
- Remind employees regularly about the importance of the program.
- Continually re-evaluate the program to make sure that employees are participating, that data is being destroyed in a timely way and to determine if additional storage cabinets are required.
