Most offices have a records retention schedule that determines how long the office has to keep client or patient records. At the end of the retention time, the office may shred the files if the clients or patients do not want them. Personnel should use proper procedures for document destruction of those documents and files that have an expired retention time. For example, the law requires many law offices to retain client files for at least seven years. At the end of seven years, the office may destroy the files if the client does not want them.
Medical businesses and some other businesses are required to keep records for a certain period of time pursuant to HIPPA regulations. Additionally, when it’s time to get rid of those records, these businesses must dispose of medical documents and other personal or confidential documents in such a manner so that no person may recover the documents. While North Carolina has no state law dictating how long a business must keep client or patient files, federal laws and regulations do.
Many businesses have confidential files that must be destroyed daily as those files reach the end of their retention schedule. Shredding these documents with a small office shredder not only takes up employee time but if the shredder is not a cross-cut shredder, it is possible for someone to recreate the documents. Carolina Shred provides locked shredding bins and on site shredding for businesses so that office personnel may dispose of old documents in a safe manner with less cost. Business shredding with Carolina Shred also saves a business money.
Different types of shredders cut paper into different sized pieces. Shredders that produce the smallest pieces provide the highest level of security but also cost more. When you choose a paper shredding service provider, consider how much security you need. Large companies need more sophisticated shredders to provide the most protection, while small businesses and people shredding their household papers are often able to use simpler machines.
DIN standards have seven levels, which indicate the size of the paper particle once it goes through the shredder. The levels start at P-1 and go through P-7. If you need high security for your shredded documents, you need a shredder that uses a higher number. P-7 is the most secure as it’s the smallest paper particle. While the DIN standard is rather complicated, part of it is paper shredder security levels, which simply tell you the size of the paper once shredded. Thus, a shredder that cuts at level P-5 is more secure than a shredder that cuts at level P-2.
The GDPR is the EU General Data Protection Regulation. It replaces the Data Protection Directive 95/46/EC. The GDPR definition is a process that applies to personal data processing by processors and controller in the EU. It also applies to personal data processing by a processor or controller that is not established in the EU if the processor or controller offers goods and/or services to EU citizens.
You may be looking into ways to prevent identity theft, including credit monitoring. While you might have a credit monitoring account, shredding is the safest, most cost-effective and best identity theft protection that you could use. If your documents are shredded, no one will be able to get their greedy hands on your personal information. Once you start shredding your documents, you will have less use for credit monitoring, though it is still a good idea to have that, especially if you have never destroyed personal information before.
People throw junk mail and other papers away without thinking twice about what information could be gleaned from those documents. Your address is a big piece of the puzzle when someone is trying to steal your identity. As part of identity theft prevention, you should shred any piece of paper with your address, phone number or other identifying information on it.
Document shredding is the best way to get rid of any document with personal information, but can paper shredding be eco-friendly? Yes. In fact, it is better for the environment to shred documents you no longer need. The trucks that come out to your business or home are very efficient on gas mileage, plus the collection console use low-emissions materials.
Mobile shredding has many benefits and the most important benefit is that it is nearly impossible for someone to reconstruct a document. With home shredders or those found in small offices, the paper is shredded into strips, which takes a little patience and time to reconstruct. Crosscut shredders create piles of tiny pieces. Those pieces are mixed with others’ documents and then baled before sending to a recycling company.
Confidential information and trade secrets are often the targets of identity thieves and disgruntled employees. The Trademarks Act, Copyright Act and Patent Act do not regulate many trade secrets or any confidential information. This means that you have to protect this information yourself. Security compliance should be taught at your place of employment or your business if you are a business owner.
In 2017, a security breach at Equifax caused over 145 million Americans to have their personal information accessed. And that doesn’t count the millions who were harmed or potentially harmed by security breaches at JP Morgan Chase, Target and Uber. You may do everything you can to keep your confidential information out of the hands of identity thieves, but there’s not much you can do if they access it through a company you trust to keep your information safe.
Knowing which documents you need to do your taxes and having them at your fingertips makes doing your taxes much easier. You will be able to do your taxes all in one shot instead of stopping for hours or days to get back to them. And, if you have an accountant do the taxes, the accountant won’t be delayed by having to call you for additional documents. Documents you need for include: