Retaining Documents Before Shredding
With all the talk about the proper way to dispose of secure documents, it can be easy to forget that there are many times when retaining documents is necessary. This can be for various reasons, the two main ones being that they contain information that is needed somewhere down the line, or else your shredding schedule is happening now and then. In either case, properly storing these records is vital if you wish to lower the chances of secure information falling into the wrong hands.
When Your Waiting for Shredding
If the reason you’re holding onto files is simply a matter of you haven’t gotten your shred service yet, then the steps to keep files secure are simple. The best option you can take is to choose to receive a secure shred bin from your shredding service provider. These shred bins, or consoles, are lockable storage units that make it easy to toss out documents while maintaining their security. By placing them in strategic locations around your office or business you can streamline your approach to document disposal. This prevents a loss of productivity and reduces the chances of confusion when training new employees as to the proper disposal procedures. Coming in a variety of sizes and styles ensures you will be able to find one that perfectly suits your needs.
When You are Simply Retaining Files
In other cases the reason you are retaining documents is because they contain information needed somewhere down the road. They could be legal documents, medical records, financial records, etc. At the end of the day what is important is the manner in which these records are being stored. If you are going to be storing, consider one of these options:
- A safe: keeping files in a good locked safe is probably the best option you can turn to for your document retention. Keep the safe itself in a place that is out of sight and out of mind so as to not attract unwanted attention.
- Safety deposit box: If a personal safe is not an option, or if there is concern about the safety of your location, consider a safety deposit box. You’ll get all the same benefits of using a safe but with the added benefit of having secure files stored off site.
- Other locked storage: if for some reason you are unable to get a safe or safety deposit box, then at the very least find a solution that is lockable such as a file cabinet or storage box. Despite these not being as secure as the above, they are far better than nothing. Take some extra precautions if you use one of these options; remember that keeping things out of sight and out of mind is a good way to discourage anyone from being tempted to take things.
If you’re interested in learning more, or are ready to work with an expert in secure document storage, the experts at BDRS can and will help you out. Reach out to us and we’ll work with you to find the best options for you.
Give us a call: 651-631-8663