Because we are a mobile shredding company, we naturally focus on the destruction of paper copies of old and unneeded files. However, document security does not end with your paper files. In order to make sure your business is following compliant document destruction
laws and best practices, you also need to consider how you are disposing of electronic files.
Privacy Laws Also Apply to Electronic files
We may have not yet entered the age of the mythical “paperless office”, but there is no denying that technology plays a huge role in society, and the workplace is no exception. Email and shared electronic files are a vital part of any business. However, all of this technology raises the question, ‘How is an employee’s right to privacy affected?’ The Australian Privacy Act contains 13 privacy principles, or APPs, that attempt to address the issue of privacy. APP number 11 states that organisations must take ‘reasonable steps’ to destroy personal information that is no longer needed. This includes destroying or de-identifying personal information contained in electronic files. (This is also why sensitive information such as bank account numbers should never be sent via email.)
One way to prove that your business has taken reasonable steps to follow this law is to have a documented company policy regarding the security of computer files. A policy focusing on electronic document security can be part of your overall confidential document destruction policy. Whatever your policy, electronic data must be carefully destroyed to minimise the risk of illegal access to the information. If you store information on the cloud as well as on various portable devices, it is vital to have a clear plan for avoiding identity theft.
Coordinate Paper Shredding with Electronic Disposal
Having a set schedule to shred your old documents is essential to staying on top of your record keeping. This also applies to cleaning up your electronic documents.
There are programs out there that will wipe deleted files from your computer hard drives. This is one way to make sure you are taking reasonable steps to dispose of personal information. If you have a scheduled shredding day with Shred On Site, that is the perfect day to go through your electronic files, as well. That way, you won’t let them accumulate on your computer network until you have forgotten what you have. It is not always necessary to delete your files from your computer network or other devices. The files can also be sanitised, which means that sensitive information is removed from the record, while other, non-sensitive information remains.
Whatever method you use to protect your electronic data, coordinating with your paper shredding day will keep your files organised and up to date. Call us today to find out more about our compliant document destruction program, and make sure your business is following the law.
