Importance Of Document Security And Data Protection
Document security is a major issue in most companies and businesses. It is crucial to safeguard the interests of your employees and customers. With identity theft on the rise, new laws in the United States stress the importance of document security, to safeguard the privacy of individuals and protect them from financial loss. The FACTA Disposal rule mandates destroying paper records that contain vital information.
Almost all businesses generate documents that are processed regularly. Such documents typically include contracts, agreements, purchase orders, memos, invoices and receipts that may contain sensitive information. Document security refers to procedures involved in effective storage and back up, processing, delivery and disposal of important documents. The recent legislation in the United States makes it mandatory for all business owners to dispose of important documents – which may include personal data or vital information – completely.
Useful and sensitive data can be displayed in documents and discs, tapes and CDs. Credit card solicitations, sent by credit card companies, also contain important personal details of prospective customers. Credit card solicitations are sent to customers whose names are included in lists purchased by the credit card companies from credit reporting agencies.
Identity thieves are always on the lookout for bank statements, ATM receipts, Credit card bills, Pre-approved credit card applications and other mail that can provide them with vital information. They in turn, use the information to create new fraudulent accounts. The records they look for usually include personal details like names, addresses, Social Security Numbers, driver’s license details and so on. All of this information is sensitive and should be shredded without question.
It is important to employ proper methods to protect personal data and destroy important documents carefully before disposal. Identity thieves will go to any extent to obtain crucial information from large businesses. Most companies use shredders to destroy unwanted documents. In fact, there are several document shredding services that take care of all your unwanted official documents. You can even obtain a portable shredder for domestic use. It is crucial to destroy all your monthly bills, receipts and credit card statements regularly, to ensure that your personal data does not fall into the wrong hands.
Various machines are available in the market that can destroy CDs effectively, ensuring that the information contained cannot be re-accessed. These manually operated machines help to wipe out the data on CDs within a few seconds. A steel cylinder with a rough surface ensures that the data is properly eliminated from the disc.
Destroy Credit Card Solicitations
It is important to destroy pre-approved credit card solicitations. You may receive them regularly, but you can choose to ‘opt out’ of the list sold by credit reporting agencies.
You should make sure that you check your banking and credit card accounts regularly, for any discrepancies or unauthorized usage. Avoid divulging your Social Security Number to strangers. Make sure that all your outgoing mail is deposited in a collection box authorized by the post office. Do not leave mail in your mailbox unattended for a long time.