Today many workplaces have scheduled document destruction and paper shredding services so that paper and digital documents that are no longer needed are securely and professionally destroyed on a regular basis. But some individuals and companies use a periodic purge.
Reduce human error: Preparing for a one-time clean-out means the workplace will be cleared of excess and untidy materials such as loose and boxed paper documents and old CDs, thumb drives, and hard drives. Research has shown that clutter is distracting and getting rid of it will help employees do their jobs more effectively and make fewer mistakes. The 2017 Data Security Incident Response Report by BakerHostetler showed that employee action/mistakes accounted for 32% of data breach incidents.
Better protection against theft: Boxes of old files sitting in hallways, years of old emails on a computer, and confidential information piled on desks or visible on computer screens, would all be regarded as potentially valuable data to insider fraudsters and other information thieves. Putting physical safeguards in place will help but so will decluttering the workplace and having a one-time, on-demand SHRED-DOCS.COM "PURGE" service. Implement a Clean Desk Policy to continue document handling best practices.
Compliance with privacy laws: Simply throwing out documents – or just holding onto them – could put a company in violation of privacy laws and legislation that govern how confidential information is gathered, stored, and disposed of. Secure destruction of confidential information is the law. All workplaces should check with applicable regulations at local, regional, and federal levels to make sure they comply.
Proof of destruction: After a one-time, on-demand SHRED-DOCS.COM "PURGE" service has been provided, a professional service provider will issue a Certificate of Destruction. It confirms that materials have been destroyed and that the organization is compliant with laws such as the Gramm-Leach-Bliley Act (GLBA) and other U.S. privacy laws.
Secure document management: Documents that contain personally identifiable information (PII) should never be stored in easily-accessible office areas. Once the decluttering process of sorting paper and digital information has started, a company may decide to adopt a more official document management process.The policy can help by directing daily workflows, storage requirements for PII, and data retention schedules. A one-time, on-demand SHRED-DOCS.COM "PURGE" service may also make it clear to the organization that ongoing secure destruction will be helpful too.