How to Set an Excellent Document Destruction Policy

 

If you don’t set a document destruction policy (also known as a DRP, document retention policy), there will be gaps in your data security that criminals will eventually be able to exploit. The result? Liability, and customers who lose trust in your company. 

Pairing shredding services with a firm and well-crafted policy is the best way to ensure that your company complies with the law and any regulatory standards that might govern your industry. 

 

Create a Written Policy

Every employee should receive a written copy of the policy, which should include:

1. The purpose of the policy is to help employees understand why it’s important to comply with it.
2. Which documents should be retained, and for how long?
3. Which documents should be shredded, and how often? 
4. Is it permissible for any paperwork to leave the property? If so, which papers may be taken, and when must they be returned? 
5. Who is responsible for making sure documents are handled correctly?

When writing your policy, you should consider:

• The types of documents your company produces or receives.
• Any regulatory requirements or legal requirements governing those documents, and how long you’re expected to retain them.
• How often you intend to review this policy, and who will be responsible for reviewing and updating it.

 

Make Document Destruction Easy

Document destruction becomes consistent when it’s easy and routine. Putting one person in charge of the office shredder isn’t efficient and depends on employees remembering to get the paperwork to the shred pile. 

Place secure containers throughout your building or office so that employees can dump their documents as they walk by. Make sure these containers are safe and lockable so that nobody can gain unauthorized access to sensitive information while it is sitting around waiting to be destroyed.

Data Shredding Services of Houston offers a Routine or Ongoing Container service to make this step as convenient and as easy as possible. You may combine this service with either our on-site Mobile Shredding truck service or our plant-based, off-site shredding service. 

 

Schedule Document Destruction Services

We provide Houston business owners with a wide range of document destruction solutions. We also offer a record storage service that allows us to protect your documents while allowing you full access to them, reducing the amount of office space you must spend on records retention.

We will custom-create a solution that works for your company and do our part to protect you from identity thieves and lawsuits. Call 1-888-SHRED-99 to get started today.