Destroying Documents in a Small Business

 

If you’re a small business then how you destroy confidential data or outdated items is an essential part of the way you do business. By its very nature, the destruction of this type of information requires careful consideration and a tracking process to make sure that it has been done correctly.

 

However, it’s hand in hand with waste management is environmental factors. Does the way that you dispose of your waste have a positive impact on the environment, or is it a negative one?

 

Shredding

 

If you’re worried about whether the way you destroy documents is confidential and complies with industry and government legislation, or you’re worried about identity fraud, then you should shred and recycle your documents.

 

A secure shredding operation will mean that confidential data undergoes shredding under strict security procedure to comply with legislation. A good destruction operation will also dispose of a range of other confidential items such as hard drives and other IT equipment, disks, videos and uniforms.

 

Responsible Paper Disposal

 

The benefits of recycling your paper waste are twofold. It reduces the demand for raw materials, and it also reduces the demand on landfill sources. Producing recycled paper can use up to 70% less energy consumption, and less water, than virgin paper. Every tonne of paper that is recycled saves 17 trees, 7,000 gallons of water and 4,200 KWh of electricity. As well as this, one tonne of newspaper recycled can save three cubic metres of landfill. Correct paper disposal can help prevent environmental repercussions.

 

Best Practice for Paper Disposal

 

Taking responsibility for your own waste management and secure paper disposal is imperative. Here are some tips for best practice. You should first appoint a data controller. They will be responsible for the personal data that you may obtain.

 

You should educate your staff on recycling all paper waste. Sorting at the source is much easier, as well as cheaper, than trying to sort it afterwards. The receptacles for the waste should be labelled clearly and placed in an obvious area, and stored safely. Bins and cabinets should be secured with a key and lock. You could also place smaller recycling bins near work stations so paper disposal doesn’t interrupt ‘work flow’.

 

You should make sure that the shredding company that you’re employing to recycle your waste has the relevant credentials. They should be able to provide evidence of regular auditing, and have at least ISO 9001:2008 (this is a quality management system). The collection staff should be uniformed and carry identification so you can check that they are who they say they are.

 

There should be an audit trail, with the collection docket matching the certificate of destruction. You should keep copies for 2 years.

 

Keeping Confidential Data Secure

 

Keeping information secure before you destroy it is just as important to your business as during or afterwards. To safeguard your business information you should regularly analyse possible security gaps in your organisation to limit fraud and data breaches. If possible, work with security experts to help you identify vulnerable areas.

 

Train employees in proper document management, implementing a ‘recycle everything’ policy.

 

Lombard Recycling

 

Lombard Recycling is a company that provides paper and document recycling and shredding to businesses. They offer mobile shredding, ad hoc shredding, regular collections and more. Regulated by the British Security Industry Association and working to the British Standard, they are a trustworthy and secure document shredding and destruction company. They vet all staff to the British Standard, screening staff where security is an issue. Check out their website here http://www.lombardrecycling.co.uk/ for more information.