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All businesses have occasion to discard confidential data. Customer lists, price lists, sales statistics, drafts of bids and correspondence, and even memos, contain information about business activity which would interest any competitor. Every business is also entrusted with information that must be kept private. Employees and customers have the legal right to have this data protected.
Without the proper safeguards, information ends up in the dumpster where it is readily, and legally, available to anybody. The trash is considered by business espionage professionals as the single most available source of competitive and private information from the average business. Any establishment that discards private and proprietary data without the benefit of destruction, exposes itself to the risk of criminal and civil prosecution, as well as the costly loss of business.
The period of time that business records are stored should be determined by a retention schedule that takes into consideration their useful value to the business and the governing legal requirements. No record should be kept longer than this retention period.
By not adhering to a program of routinely destroying stored records, a company exhibits suspicious disposal practices that could be negatively construed in the event of litigation or audit. Also, the PIPEDA Act now mandates proper and secure Document Destruction. By destroying records according to a set schedule, a company limits potential security risks, eliminates liability concerns, and ensures that company information remains secret.
From a risk management perspective, the only acceptable method of discarding stored records is to destroy them by a method that ensures the information is obliterated. Documenting the exact date that a record is destroyed is a prudent and recommended legal precaution.
Without a program to control it, the daily trash of every business contains information that could be harmful. This information is especially useful to competitors because it contains the details of current activities. Discarded daily records include phone messages, memos, misprinted forms, drafts of bids and drafts of correspondence.
All businesses suffer potential exposure due to the need to discard these business records. The only means of minimizing this exposure is to make sure information is securely collected and destroyed.
Paper recycling companies use unscreened, minimum wage workers, to extensively sort the paper under unsecured conditions. The discarded documentation is often stored for indefinite periods of time in an unsecured area until there is sufficient paper to recycle. The sorted paper, still intact, is then baled and sold to the highest bidder, often overseas, where it may be stored again for weeks or even months until it is finally used to make new products.
There is no fiduciary responsibility inherent in the recycling scenario. Paper is given away or sold and, by doing so, a company gives up the right to say how it is handled. There is no practical means of establishing the exact date that a record is destroyed. In the event of an audit or litigation, this could be a legal necessity. Further, if something of a private nature does surface, the selection of this unsecured process could be interpreted as negligent. For all these reasons, the choice of recycling as a means of information destruction is undesirable from a risk management perspective.
If environmental responsibility is a concern, materials may be recycled after they are destroyed or a firm can contract a service that will destroy the materials under secure conditions before recycling them. Any recycling company that minimizes the need for security has its own interests in mind and should be avoided.
Any company contracting an information destruction service should require that it provide them with a signed testimonial, documenting the date the materials were destroyed. The “Certificate of Destruction”, as it is commonly referred, is an important legal record of compliance with a retention schedule. It does not, however, effectively transfer the responsibility to maintain the confidentiality of the materials to the contractor.
If private information surfaces after the vendor accepts it, the court is bound to question the process by which the particular contractor was selected. Any company not showing due diligence in their selection of a contractor that is capable of providing the necessary security could be found negligent.
From a practical standpoint, if proprietary or private information is lost or leaked by the fraud or negligence of a vendor, the obligations of that vendor are irrelevant. The firm whose information falls into the wrong hands stands to lose the most, either from loss of business, prosecution or unfavorable publicity.
Since a business cannot transfer its responsibility to maintain confidentiality, it must be certain that it is dealing with a reputable company with superior equipment and security procedures.
Atlantic DocuSHRED invites you to preview our destruction process at your premises before making your decision. We are confident our no touch handling process ensures the utmost security in the destruction of your sensitive documents.
Many commercial records storage facilities offer records destruction as a service to their customers. However, in a survey conducted by the National Association for Information Destruction, a majority of the commercial storage firms were found lacking the equipment necessary to provide the service themselves. It is a common practice in that industry to subcontract the destruction of the records. In some cases, disreputable storage firms were found misleading their customers by charging for secure records destruction, while the materials were being sold to a recycling company for scrap.
Any business using a commercial records storage firm should inquire as to the nature of the destruction services that are available. It is an unacceptable risk to permit a storage firm to select a subcontractor to provide the records destruction service. The owner of the records is ultimately responsible for their security and, therefore, should be selecting the vendor directly.
Common sense dictates that payroll information and materials that involve labour relations or legal affairs should not be entrusted to lower level employees for destruction. But, beyond that, competition sensitive information is best protected from them as well. It has been established, time and again, that employees are the most likely to realize the value of certain information to competitors. Lower wage employees often have the ulterior motives or economic incentive to capitalize on this information. The only acceptable alternatives are to have the materials destroyed under the supervision of upper management or by a carefully selected, high security service.
In a survey conducted by the Conference Board, top executives from 300 companies ranked the security of company records as one of the top five critical issues facing business. Proper Document Destruction is pertinent to alleviating these concerns.
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Telephone: Nova Scotia & Prince Edward Island - 902.468.0727
New Brunswick - 506.384.4733
Toll Free: 1 855.30.SHRED - 74733
100% NAID Certified - Atlantic Docushred is certified for mobile document destruction, adhering to the stringent security practices and procedures established by the National Association for Information Destruction (NAID).
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