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3 Effective Privacy Protection Strategies for Your Business
Whether it’s from a client during a transaction or from potential new employee during the hiring process, your business is constantly collecting sensitive personal information, and it’s your responsibility to protect that information from unauthorized access. But creating a privacy protection plan from scratch isn’t easy, so here are three effective privacy protection strategies you can implement.
1. Back Up Offsite
You can’t predict a hardware or software failure or foresee when a file will be accidentally deleted, which is why backing up your critical business data is a necessity. But your backup data won’t do you any good if there’s a fire, flood, or robbery at your office.
Offsite computer media storage is essential for privacy protection. A professional backup rotation service enables your backup tapes to be securely stored offsite for long-term protection and preservation. Daily, weekly, or monthly, your media is picked up from your office and transferred in a purpose-built case and GPS-tracked vehicle to a specialized media storage vault. Inside the vault is a climate-controlled environment, security systems, and fire and flood protection. Expedited delivery services can be used in case of emergency data requests.
2. Do Document Disposal Right
Your files are loaded with confidential information that includes:
- Proprietary business data
- Personally identifiable information (PII) belonging to clients and customers
- Employee records
It’s tempting to want to hold on to it all indefinitely, but doing so increases privacy breach risks for your company. Regular, secure document disposal is just as important as safe document retention.
Professional shredding and destruction services offer a reliable and trusted method for ensuring your sensitive documents are destroyed in a secure and timely manner. Depending on your budget and disposal requirements, there are a variety of service options to choose from:
- Off-site plant shredding
- On-site mobile shredding
- Drop off shredding
- One-time purges
All options feature secure collection containers which offer a more secure and efficient alternative to using an office shredder. And if your business needs verification of destruction to meet regulatory requirements, a Certificate of Destruction is provided upon request.
3. Choose Professional Records Storage
Document retention is an essential part of your records management policy. But when your files are stored on-site, there’s always the risk they may be stolen. Criminals increasingly target corporate facilities hoping to gain access to personal information to commit identity theft crimes. And insider theft of business records is another threat that’s on the rise.
A professional records storage service reduces the risk of your documents being compromised by protecting them off-site in a commercial records center. The facility’s security system is equipped with:
- Access codes
- 24/7 surveillance
- Motion sensors
Only screened records management professionals have access to the records center, and they use barcode technology and state-of-the-art inventory management systems to control and manage your records while they’re in storage.
Every business has a legal and ethical obligation to safeguard the personal information it collects. The privacy protection strategies we’ve discussed here will help your company fulfill its obligation to its clients and employees.
Records Management Center offers shredding and destruction services for businesses throughout Augusta, Evans, Thomson, and Martinez, GA, and Aiken, SC and the Central Savannah River Area. For more information, please contact us by phone or complete the form on this page.