If you are in business for yourself or on the top rung of the latter of a company, you have many different responsibilities. With so many areas to focus on, certain parts of your operations are sure to be passed over. Paper shredding likely falls into that category of things that get put on the back burner, this may even mean leaving buying shredder models completely and forget that shredding private papers and documents is part of data compliance.
Assign Someone to Handle Paper Shredding
It is necessary that the destruction of important documents takes place in your business. The best way to make sure it stays a priority is to assign the task to someone you can trust. Be sure you put an employee or manager in place that will do what is necessary to ensure proper destruction takes place.
Help Them Create a Policy
Ultimately, the responsibility falls on you to make sure that documents are being shredded properly. If sensitive information is leaked, you will be held liable. For that reason, you need to be a part of creating a policy for shredding. Work with your associate to put together a policy that can be followed.
Lead By Example
Make sure that you always follow the policy you put into place. If you cut corners or do not stick to your own guidelines, your staff will not take it seriously. In order to show others how important it is to shred, you must be willing to do it yourself.
Talk About the Importance of Shredding
You should be addressing this procedure on a regular basis. Staff meetings are a good way to remind employees of how they should handle sensitive information. If you send out a monthly newsletter, featuring an article on the importance of shredding would be a good idea. You can also send out memos on occasion to remind everyone to shred.
Use a Shredding Service
One of the best ways to keep you and your staff accountable in disposing of documents is to hire a company. Using a service will ensure that you take the time necessary to set aside the proper documents. It’s also a great way to keep shredding on everyone’s mind.
Put Reprimands in Place
It may sound harsh, but putting reprimands in place is an important part of the process. Your company will suffer major consequences if private information is procured. It is only reasonable that employees that do not follow the guidelines will suffer consequences.
~ Written for us by our associate Gary Sorrell, Sorrell Associates, LLC. Copyright protected. All rights reserved