When you consider the inherent and increasing dangers of identity theft and corporate spying, as well as new federal regulations, it makes sense for your business to have one, if not several, paper shredders on hand to destroy the confidential documents you aren’t able to keep under lock and key. Having shredders on hand is, however only the beginning. Shredders are only effective if you and your people use them. One way to get your employees involved in the document security process is to implement a company-wide document safety program. Here are some tips to get your program started.
- Know The Laws: New federal regulations make your business liable for the information you throw away. Known as FACTA, the law requires that individuals and businesses destroy such information as social security numbers, credit histories, and address information before discarding it. Make sure that your employees are aware of these laws, as the penalties and fines for non-compliance can be steep, not to mention the civil liability and loss of business that could occur as a result of mishandled documents.
- Purchase Shredders and Supplies: There are many choices on the market, but at the very least, it is highly recommended that you purchase a shredder with cross-cutting capabilities. Also, when you shop, think of how many people will be using the machine, and how often. It seems obvious, but is only human nature that the more shredders you can place within a shorter distance of more people, the more they will get used. And that is exactly what you want.
- Buy A Laminator And Supplies For Your Employees And Visitors: Depending on the kind of office you run, every person on the floor should be accounted for. Having your own laminator and requisite supplies is one way to help your security people keep track of everyone. You can use the laminator to create ID badges and visitor badges to help identify every person in your building.
- Train Your People: The sooner you can develop a training plan for your employees, the better. Show them how to identify a properly protected workplace, how to use their shredder, it’s specs and capabilities. Be sure that all of your employees understand what documents need to be shredded daily.
- Designate A Key Holder: This is someone in your office who will make sure that all employees have the cabinet keys they need in order to lock up their confidential materials. Make sure that all filing cabinets and office doors are locked when the office will be unoccupied for a long time, and/or at the end of each day. Also, assign keys to central locked cabinets to either one person, or only to those who will need regular access to them.
- Conduct Surprise Audits: No one likes this particular kind of surprise, but no one appreciates having their important and confidential documents fall into the wrong hands either. One idea is to assign one person in each department to conduct surprise desk tests. You can then reward the employees who pass the test and reeducate those who don’t.
Of course, you know best how to motivate your employees to make document security a priority. We just hope we’ve given you some ideas to help get you started.