After you’ve realized that the safest way to handle company documents that no longer need to be kept on file is to have them shredded by a trusted, outside source, your next question might be: which documents should be shredded?
The answer to this question is going to vary from one company to another, but there are some general guidelines that any company can follow when they’re preparing for routine document shredding.
Documents that no longer need to be kept on site or in storage are best shredded for security reasons. Confidential documents that fall into the wrong hands can spell disaster for your company. Have anything from trade secrets to employee records shredded when you no longer need to keep them in company files.
If the documents are financial in nature, they should be shredded once they’re no longer needed. Simply recycling anything that relates to bank accounts, financial institutions, assets, financial reports, billing records, or payroll is just asking for trouble. Play it safe and have all your company’s financial documents shredded by a licensed outside provider.
Once your legal team has decided that you no longer need to keep internal or external correspondence on hand, it’s safest to have it shredded. Without this added security step, you’re inviting damaging or defamatory attention if the correspondence is sensitive and is discovered by a competing party or a person who wants to do you or your company harm.
Any documents that originated from or have been handled by your company’s legal team should be shredded once they are no longer needed. We’re sure your lawyers would tell you the same.
When in doubt, shred. If you know you don’t need a document anymore but you’re unsure about the confidentiality of its contents, have it shredded. It’s the safest thing you can do to protect your company and the personal information of others.
Here’s an easy list of things that are typically shredded for clients by Document Destruction:
· Trade secrets
· Billing records
· Employee records
· Customer lists
· Credit card receipts
· Financial reports
· Legal briefs and documents
· Medical records
· Memos/notes containing customer information
· Payroll and employment documents
If you’re interested in protecting your company’s confidential information, give us a call. We’ll help you discover the reasons why hiring Document Destruction to handle your company’s shredding services is a smart move.