The start of a new year is always a good time to do some housekeeping in the office. It’s nice to work in a spotless, uncluttered space but more importantly, an organized and clean office is an important part of document security and minimizing data security risks.
How’s that? At its most basic level, a big part of document security is about storing documents safely whether they’re being kept on file for a certain amount of time, or they’re ready to be disposed of safely.
Here’s a checklist to help get your office in order.
- Employees’ Work Space: Have every employee clean their desk areas to free up and organize their space. Provide desktop organizers or trays.
- Activity Centers: General activity centers will help keep things organized. A Reference Center, for example, would include binders, manuals and dictionaries. A Supply Center would contain office and paper supplies.
- Storage: Be sure to have a good system for filing, dating and then disposing of documents according to privacy legislation.
- Document Disposal: Partner with a knowledgeable shredding company that specializes in secure document and eMedia destruction. Locked consoles for documents that needed to be shredded should be placed in high traffic areas around the office. The document shredding service provider should come regularly to shred materials on site and in a locked and secure area at your office location. You should receive a Certificate of Destruction immediately after each shred.
- Cleaning Service: Be sure your cleaning service does background checks on its employees. You want a clean, secure office across the board.