Document Security and Destruction Overview

Office Paper Systems is fully prepared to help you meet the new professional and legal requirements of the current information technology environment. Below are some tips and guidelines to help you get started.

-->What You Should Know:

Every organization is at risk of discarding information that you are legally required to destroy. Failure to handle this issue properly could invite civil and or legal prosecution. In addition, if you become known as an organization that does not handle information properly your reputation could be irreparably damaged.

Records should be Purged and Destroyed on a scheduled basis in compliance with applicable legal retention guidelines. You should decide if the legal requirements go far enough to protect you and your specific needs or should you take it a step further.

Organizations not adhering to a regular Purge and Destroy Schedule could be deemed to exhibit suspicious disposal practices that could be used against you in an audit or lawsuit.

Even seemingly insignificant documents should be protected. Set your policy now as to what types of records are to be destroyed before you find out the hard way you should have been more careful. As just a few examples you should protect bills, account numbers, memos, bids, first drafts, test results, letters, etc.

Recycling alone is not a viable option for information destruction. Using normal recycling methods, information can still be easily recovered putting your organization at risk. Documents and records must first be properly destroyed and tested prior to the recycling process. Failure to destroy before recycling could put you in violation of new regulations.

 

-->How to get started

Design a program and appoint a program coordinator. Choose the right person for this important function. They must understand the program and it's importance. We can work directly with your program coordinator to implement and support a program that suits your organization's needs.

Designate collection procedures. To be effective your program must be convenient and not disrupt the regular flow of work. Place secure collection containers near workstations, cubicles, copiers, printers, etc. Choose centralized locations such as high traffic areas for central station collection.

Promote and Enforce the Program. Proper knowledge of and adherence to your program is essential. Your employees should be informed about regulations, procedures and consequences of violation. Review this information on with employees a regular basis.

Evaluate your program. Are we in compliance legally? Have we missed something? Do we have the right type and amount collection containers? What pickup schedule should we set?

Office Paper Systems is with you every step of the way. From designing and servicing your program to enhancing your public relations via environmental impact reports (How many trees we saved this month, etc.) We are your complete solution for document destruction and paper recycling.

Contact us for more details