The Top 5 Most Common Mistakes Companies Make with Document Security

While cybersecurity is a priority for most businesses, physical document security is often overlooked. Poor handling of paper records can lead to data breaches, compliance violations, and legal issues. Here are five common mistakes businesses make—and how SecurShred can help prevent them.

1. Keeping Documents Longer Than Necessary

Holding onto outdated records increases the risk of theft, misplacement, and compliance violations. Many regulations, such as HIPAA and FACTA, require businesses to destroy records after a set period.

Solution:

• Implement a document retention policy.
• Use SecurShred’s off-site records storage for essential documents.
• Schedule regular shredding to dispose of expired records securely.

2. Throwing Documents in the Trash Instead of Shredding

Tossing documents in the trash or recycling bin makes them easy targets for identity thieves and corporate espionage.

Solution:

• Shred all documents containing personal or business-sensitive information.
• Use SecurShred’s secure shredding bins for safe collection.
• Set up a scheduled shredding service to ensure consistent disposal.

3. Storing Documents in Unsecured Areas

Leaving records in open areas, unlocked cabinets, or storage rooms can lead to unauthorized access, theft, or damage from fires and floods.

Solution:

• Store active files in locked, access-controlled locations.
• Use SecurShred’s off-site storage for secure, climate-controlled protection.
• Digitize essential records with SecurShred’s document scanning services.

4. Failing to Train Employees on Document Security

Without proper training, employees may mishandle sensitive documents, leading to security risks and compliance violations.

Solution:

• Establish clear document security policies.
• Train employees on proper document handling and disposal.
• Partner with SecurShred for ongoing security education and best practices.

5. Lacking a Secure Chain of Custody

Without tracking how documents are stored and destroyed, businesses risk data breaches and compliance failures.

Solution:

• Implement a documented chain of custody for all sensitive records.
• Use SecurShred’s shredding services, which provide a Certificate of Destruction.
• Ensure all documents are handled and disposed of securely.

Protect Your Business with SecurShred

Proper document security reduces risk and ensures compliance. Whether you need shredding, off-site records storage, or document imaging, SecurShred provides the solutions to keep your information safe.

Contact SecurShred today to strengthen your document security practices.

Feel free to reach out to set up an appointment to learn more about our services to protect your sensitive data at https://securshred.com