Building an Effective Document Security Program to Protect Companies from Data Breaches

By: Retail CIO Outlook | Friday, November 15, 2019

Organizations should protect them from data breaches to get their customers' loyalty and to protect them from risk.

FREMONT, CA: It is no wonder in this modern world that all sectors depend on gigabytes of information in such a way that the wealth of data does not impact a single industry. The details are different, ranging from agreements, contracts, bank statements, payment reports, marketing strategies, plans and assets, and much more. These data require security because they are confidential and when they go to the hands of others.

An estimate reveals that 45 percent of the records end up in the trash, and if that isn't discarded correctly, it can open up an organization to risk. A record destruction system must be enforced to protect the data of an entity from fraud and violations and to ensure compliance. Here are some ways in which CIOs may overlook the disposal of unwanted documents and prevent them from being subject to danger.

Beware of recycling the trash

Recycling is not an option that is recommended. Believing that recovered data is secure is incorrect. From the viewpoint of risk management, it is dangerous to reuse sensitive paper documents. With a bit of time and patience, all the data placed into the recycling bin and garbage can be recovered.

Building an Effective Document Security Program

Risk assessment: The first step is to identify risk areas with the assistance of a trained document security consultant to mitigate them.

Training in awareness: Train employees immediately after identification to reduce the risk.

Adopt Privacy Policy: Create a positive environment by implementing policies and practices to protect confidential information on paper documents.

Disciplined destruction: Engage with a reputable company that provides a Destruction Certificate once the records have been destroyed.

Of all, the two major issues that need to be tackled are archival documents in the storage room and filing cabinets. A smart move to properly destroy documents is to select a company that offers regular services to reduce the risk.

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