In today’s fast-paced business world, companies generate an enormous amount of paperwork. From contracts and financial statements to personnel records and client information, these documents contain sensitive and often confidential information. As such, it is imperative that businesses dispose of them appropriately to avoid potential legal liability. One effective method of ensuring proper document disposal is shredding.

Here are some key tips for avoiding legal liability by shredding documents:

1. Determine what documents to shred First and foremost, businesses should identify what documents they need to shred. This typically includes any paperwork containing personal or confidential information such as social security numbers, credit card details, bank account information, or medical records. Additionally, businesses may need to shred documents that are no longer relevant or necessary for record-keeping purposes.
2. Invest in a high-quality shredder Once you have identified what documents need to be shredded, it’s time to invest in a high-quality shredder. A quality shredder will make sure the documents are completely destroyed, making them unreadable and unrecoverable. It is recommended to choose a shredder with a cross-cutting feature, as it makes the documents even harder to reconstruct.
3. Develop a document retention policy It is crucial to develop a document retention policy that outlines what documents should be retained and for how long. This will help to ensure that documents are not destroyed prematurely and that companies do not face legal liability for failing to retain important records. The document retention policy should also include specific instructions on how to dispose of documents that are no longer needed.
4. Train employees on proper document disposal To avoid legal liability, businesses need to train their employees on proper document disposal procedures. Employees should understand the importance of shredding confidential documents and be familiar with the company’s document retention policy. In addition, employees should be trained on how to handle sensitive information and how to identify documents that require shredding.
5. Securely store shredded documents Finally, businesses must securely store shredded documents until they are disposed of properly. Shredded documents should be kept in a locked container, preferably one that is fireproof and tamper-proof. This will ensure that confidential information is not accidentally disclosed, and will provide a paper trail for auditing purposes.

In conclusion, shredding documents is an essential step in protecting your company from legal liability. By developing a document retention policy, investing in a quality shredder, training employees, and securely storing shredded documents, businesses can ensure that sensitive information is disposed of safely and in compliance with legal requirements.

Contact us today for a free quote on secure shredding of all your sensitive documents.