How Long Should Your Business Keep Employee Records?

Maintaining employee records is a critical aspect of business operations, ensuring compliance with legal requirements and facilitating effective human resource management. The duration for retaining these records varies based on the type of document and applicable federal or state regulations. Below is a comprehensive guide from Citizens Business Archives to help businesses understand how long they should keep different employee records.

Personnel and Employment Records

According to the Equal Employment Opportunity Commission (EEOC), employers are required to retain all personnel or employment records for one year from the date of an employee’s termination. However, many organizations adopt a more conservative approach, retaining these records for up to seven years to ensure compliance with state and federal regulations.

Payroll Records

Under the Fair Labor Standards Act (FLSA), employers must preserve payroll records, collective bargaining agreements, and sales and purchase records for at least three years. Additionally, records on which wage computations are based, such as timecards and work schedules, should be retained for two years. 

Employment Eligibility Verification (I-9 Forms)

Employers are mandated to retain I-9 forms for each employee for three years after the date of hire or one year after employment ends, whichever is later. Given that these forms contain sensitive personal information, it’s advisable to store them separately from general personnel files to protect against potential discrimination claims. Citizens Business Archives can help you keep these files safe and organized.

Medical and Family Leave Records

Records related to the Family and Medical Leave Act (FMLA) should be maintained for at least three years. This includes any documentation pertaining to leave requests, approvals, and related correspondence. Similarly, records associated with the Health Insurance Portability and Accountability Act (HIPAA) must be kept for a minimum of six years from the date they were created or last in effect, whichever is later.

Occupational Safety and Health Records

The Occupational Safety and Health Administration (OSHA) requires employers to retain records of work-related injuries and illnesses for five years following the end of the calendar year they cover. This includes OSHA 300 logs, 301 incident reports, and annual summaries.

Employee Benefit Records

Documents related to employee benefit plans, such as pension and insurance plans, should be kept for the full period the plan is in effect and for at least one year after its termination. Additionally, records pertaining to the Consolidated Omnibus Budget Reconciliation Act (COBRA) should be retained for six years. For help with these longer storage periods, contact Citizens Business Archives for secure business document storage.

Recruitment and Hiring Records

Records related to hiring decisions, including job applications, resumes, interview notes, and background checks, should be kept for at least one year after making the hiring decision. This practice helps demonstrate that the hiring process was fair and unbiased, should any questions arise in the future.

Best Practices for Record Retention

Your company should establish a clear policy outlining the retention periods for records, ensuring compliance with federal and state regulations. Store records securely to protect sensitive information, using locked cabinets for physical documents and encrypted systems for digital files. Conduct periodic audits to ensure compliance with retention policies and to identify any records that can be safely disposed of. Educate staff responsible for managing records on the importance of compliance and the specifics of the retention policy.

If you need secure document storage near me in Tucson, AZ, Citizens Business Archives can help. Our off-site document storage services can help you keep important information safe and prevent an overwhelming amount of paperwork from building up in your office. Contact us today to learn more about our facility and how we can help keep your documentation safe.

How Does Document Shredding Protect Your Customers?

Safeguarding customer information extends beyond online security measures. It also includes the proper disposal of physical documents containing sensitive data. Document shredding plays a pivotal role in protecting your customers by preventing identity theft, ensuring legal compliance, and maintaining trust. Citizens Business Archives explains the importance of investing in professional shredding services to protect your customers.

Preventing Identity Theft

Physical documents often contain personal information such as names, addresses, Social Security numbers, and financial details. If these documents are discarded without proper destruction, they can be retrieved and misused by malicious actors, leading to identity theft and fraud. Implementing a secure document shredding process ensures that such information is irreversibly destroyed, eliminating the risk of unauthorized access. 

Ensuring Legal Compliance

Various regulations mandate the secure disposal of sensitive information to protect individuals’ privacy. Laws such as the Health Insurance Portability and Accountability Act (HIPAA) require businesses to handle and dispose of confidential data responsibly. Failure to comply can result in substantial fines and legal repercussions. Regular document shredding with Citizens Business Archives helps businesses adhere to these legal requirements, avoiding potential penalties. 

Maintaining Customer Trust

Customers entrust businesses with their personal information, expecting it to be handled with care and confidentiality. Any breach, whether digital or physical, can severely damage a company’s reputation and erode customer trust. By implementing secure document shredding practices, businesses demonstrate their commitment to protecting customer data, fostering loyalty and confidence among their clientele. 

Reducing Insider Threats

Not all data breaches originate from external sources; some occur internally due to malicious intent or negligence. Secure shredding minimizes the risk of insider threats by ensuring that sensitive documents are destroyed promptly and cannot be misused by employees or other insiders. Citizens Business Archives can help you schedule consistent document destruction with drop-off shredding or by arranging regular pick-up of the documents you need shredded.

Environmental Responsibility

Beyond security, document shredding also contributes to environmental sustainability. Shredded paper is often recycled, reducing the need for new paper production and promoting eco-friendly practices. This aligns with corporate social responsibility goals and appeals to environmentally conscious customers. 

Implementing Effective Shredding Practices

To maximize the benefits of document shredding, businesses should consider the following best practices. Establish consistent shredding routines to ensure that sensitive documents are destroyed promptly, and partner with certified corporate shredding companies that offer secure and compliant destruction processes. Educate staff on the importance of document security and proper disposal methods to prevent accidental data breaches, and develop and enforce clear policies regarding document retention and destruction to maintain uniformity across the organization.

Document shredding is a critical component of a comprehensive data protection strategy. Investing in document destruction service with Citizens Business Archives protects your customers and strengthens your business’s integrity and success. Contact us today to learn more about our secure document and file destruction services in Tucson, AZ, and start protecting your business and customers.

What Happens to Shredded Documents?

Shredding sensitive documents is a critical step in safeguarding personal and business information from unauthorized access. However, the journey of these documents doesn’t end once they’re shredded. Understanding the subsequent process reveals how shredded paper is recycled and transformed into new products, contributing to environmental sustainability. Here is an overview from Citizens Business Archives.

Collection and Processing of the Shredded Papers

After documents are securely shredded at a secure document shredding facility, the resulting paper fragments are collected and transported to a recycling facility. Here, the shredded paper is baled, compacting it into manageable units for efficient handling and transportation. 

Pulping to Break Down the Fibers

At the recycling mill, the bales of shredded paper are fed into machines known as pulpers. These pulpers introduce water and specific chemicals to the paper, breaking it down into individual fibers and creating a slurry mixture. 

Cleaning and De-Inking to Remove Contaminants

The pulp mixture undergoes a cleaning process to remove contaminants such as inks, adhesives, and other residues. This purification ensures that the resulting paper products are of high quality and free from any impurities.

Fiber Refining and Formation Into Sheets

Once cleaned, the pulp is refined and processed to enhance fiber bonding. The refined pulp is then spread onto screens, allowing water to drain and fibers to interlace, forming continuous sheets.

Drying, Rolling, and Preparation for New Use

These sheets are pressed to eliminate excess moisture and then dried using heated rollers. The final product is rolled onto large spools, ready to be converted into various paper products.

Transformation Into New Products

The recycled paper fibers are utilized to manufacture a range of products. These recycled fibers are used to produce tissue products including tissue paper, toilet paper, and paper towels. Recycled paper is also used to create packaging materials, contributing to a circular economy by reducing the need for virgin resources. 

Environmental Considerations

Professional shredding services often partner with recycling facilities to ensure that shredded materials are processed responsibly. These collaborations not only enhance data security but also support environmental sustainability by diverting paper waste from landfills. 

The journey of shredded documents extends beyond secure destruction; it plays a vital role in the recycling ecosystem. By sending shredded paper to be transformed into new products, many document shredding services like Citizens Business Archives not only protect sensitive information but also contribute to environmental sustainability. Choosing professional document shredding services that prioritize responsible recycling ensures that your confidential documents are disposed of securely and eco-consciously. Contact us today to schedule a pickup for secure document shredding in Tucson.

8 Reasons Not to Store Business Documents at Your Office

Managing business documents is a challenge for many organizations. While it may seem convenient to store documents at your office, this approach can lead to unnecessary complications. From clutter to security risks, here are eight reasons why your office may not be the best place to keep important records and how Citizens Business Archives can help.

1. Clutter Reduces Efficiency

Storing large volumes of documents on-site takes up valuable space, leading to a cluttered work environment. Overstuffed filing cabinets and boxes of papers can make it difficult for employees to focus and find what they need quickly. A clutter-free office promotes productivity and allows your team to concentrate on their tasks.

2. Increased Security Risks

Business documents often contain sensitive information, such as financial records, employee data, or customer details. Keeping these documents at the office exposes them to potential theft, unauthorized access, or even accidental exposure. Using the professional document storage services at Citizens Business Archives offers advanced security measures, including surveillance, restricted access, and fireproof storage.

3. Lack of Organization

Without a proper filing and storage system, your documents can quickly become disorganized. Misplacing or losing important records can disrupt workflows and create legal or compliance issues. Citizens Business Archives’ storage services help businesses maintain organization through cataloging and easy retrieval systems, ensuring that important documents are always accessible when needed.

4. Limited Office Space

Office real estate is expensive, and dedicating valuable square footage to document storage is not cost-effective. Instead of wasting space on bulky filing systems, businesses can utilize off-site storage to free up room for productive uses, such as expanding workstations or collaborative areas.

5. Compliance Concerns

Many industries are required to adhere to strict document retention and privacy regulations. Improper storage of sensitive files at your office could result in non-compliance, fines, or legal complications. Citizens Business Archives is well-versed in industry-specific requirements and can help you easily maintain compliance.

6. Risk of Physical Damage

Offices are not designed for long-term document preservation. Fire, floods, or humidity can damage important records, leading to permanent loss of critical information. Secure off-site storage facilities are equipped to protect business documents from environmental risks, ensuring their longevity.

7. Time-Consuming Retrieval

Locating specific documents in an unorganized office can waste hours of valuable time. Off-site document storage solutions often offer digital cataloging and quick delivery options, making it easy to retrieve files when needed without wasting employee resources.

8. Improved Focus on Core Business

By outsourcing document storage, your team can spend less time worrying about filing, organizing, and protecting records. This allows your business to focus on its core activities and improve overall productivity.

Don’t Waste Valuable Storage Space – Call Citizens Business Archives for Storage Solutions

Storing business documents at your office may seem convenient, but the downsides can outweigh the benefits. Off-site document storage solutions, like those offered by Citizens Business Archives, provide a secure, organized, and cost-effective way to manage your records. 

Whether you are looking for document shredding or storage, Citizens Business Archives can help. Our secure facility in Tucson, AZ, is the perfect place to store your important documents. Free up space, improve security, and streamline your operations by contacting us today.

Identifying Common Signs of Identity Theft

Identity theft is a growing concern in today’s digital and financial landscape. Fraudsters are constantly finding new ways to exploit personal and business information, making it crucial to recognize the warning signs of identity theft and take proactive steps to prevent it. The consequences of identity theft can be severe, leading to financial loss, damaged credit, and legal troubles. One of the most effective ways to minimize risk is by implementing secure document disposal practices, such as using professional shredding services like those offered by Citizens Business Archives.

Common Financial Signs Your Identity Has Been Compromised

There are many signs that could indicate your identity has been compromised. One of the most common is noticing unfamiliar charges or withdrawals on your bank statements. Even small, unexplained transactions can be a sign that someone has gained unauthorized access to your accounts. Missing bills or financial statements could also signal an issue, as identity thieves sometimes reroute mail to avoid detection. If you receive notifications about credit accounts or loans that you never applied for, that’s a serious red flag that someone has used your identity to open fraudulent accounts. 

Medical Identity Theft and Credit Denial

Medical identity theft is an increasing problem, where victims discover they have medical bills for services they never received. Being contacted by debt collectors for unpaid bills that you had no knowledge of is another major warning sign. You may also find yourself unexpectedly denied credit, despite having a good financial history, which could indicate that someone has damaged your credit report. 

Don’t Ignore Alerts From the IRS and Credit Monitoring Services

If the IRS contacts you about multiple tax filings under your name or reports income from an employer you’ve never worked for, this is a sign of tax-related identity theft. Alerts from credit monitoring services about suspicious activity, such as changes to your credit report, could also be a signal that your information has been compromised.

How to Reduce the Risk of Identity Theft

While identity theft can be alarming, there are effective steps to reduce your risk. One of the most overlooked but highly effective methods is properly disposing of sensitive documents. Many people simply throw away paperwork containing personal information, believing that it will remain safe in the trash. However, identity thieves often sift through discarded documents to retrieve sensitive data. This is where secure shredding services like those at Citizens Business Archives come into play. 

How Secure Document Shredding Services Can Help

Citizens Business Archives ensures that documents containing sensitive information are destroyed beyond reconstruction, making it impossible for identity thieves to use the information against you. Our services follow strict security protocols, ensuring that documents are collected, handled, and shredded in a controlled environment. For businesses, this is especially crucial, as mishandling sensitive customer data could result in legal and financial consequences.

Our Services Can Keep Your Business Compliant

In addition to security, Citizens Business Archives’ shredding services help organizations remain compliant with federal and state regulations regarding data disposal. Improper handling of documents could lead to heavy fines or legal action, but using a certified shredding provider ensures compliance and reduces liability. Furthermore, shredded materials are often recycled, making professional document destruction an environmentally responsible choice.

Create a Document Disposal Strategy to Stay Safe

To protect yourself and your business from identity theft, it is essential to establish a secure document disposal strategy. First, determine which documents contain personal or financial information that could be exploited. This includes old bank statements, tax returns, credit card offers, medical records, and any paperwork containing Social Security numbers, account numbers, or passwords. Next, set up a regular shredding schedule so that documents do not accumulate over time, creating an unnecessary security risk. For businesses, training employees on secure document handling is crucial to ensure that sensitive information is not carelessly discarded. Finally, partnering with Citizens Business Archives ensures that all confidential documents are disposed of securely and in accordance with best practices.

Identity theft can have devastating effects, but by staying vigilant and taking proactive measures, individuals and businesses can significantly reduce their risk. Citizens Business Archives provides a secure, reliable solution to help individuals and businesses protect themselves from identity theft. Contact us to take an important step toward protecting your personal and financial well-being in Tucson.

How to Access Your Documents at an Offsite Storage Facility

Storing business documents at an offsite facility is an efficient way to secure and manage important records. However, many business owners worry about accessibility. Fortunately, modern offsite storage facilities like Citizens Business Archives make document retrieval seamless. Here’s a step-by-step guide on how to access your records whenever you need them.

Step 1: Organized Storage With Cataloging Systems

When you store your documents offsite, they are systematically cataloged. Citizens Business Archives uses advanced indexing systems to assign unique identifiers to each document or file. This ensures that every item is easy to locate, significantly reducing the time spent searching for specific records. To access your documents, you’ll simply need to reference the catalog or tracking number provided during the storage process. 

Step 2: Requesting Documents

Once you know which documents you need, the next step is to request access. Citizens Business Archives will deliver your documents to your office or another designated location. We offer prompt delivery to ensure you receive your files without delay, or you are welcome to schedule a time to come by our facility to pick up your documents.

Step 3: Secure Access Protocols

Citizens Business Archives prioritizes security to protect sensitive information. When requesting documents, you will need to verify your identity or provide account credentials to ensure only authorized personnel can access the records. Our facility is fire-protected and access-controlled because we prioritize the safety of your business documents.

Step 4: Long-Term Document Management

Many businesses store a mix of frequently and rarely used documents. Citizens Business Archives offers flexible services to accommodate both types. For documents you’ll need often, we can arrange expedited access or keep these files in a more accessible storage tier. For less commonly used records, we ensure safe long-term storage while still allowing retrieval when necessary.

The Benefits of Offsite Storage Accessibility

Modern offsite storage providers are designed to streamline document management. With easy access to digital catalogs, secure retrieval systems, and multiple access options, you’ll enjoy a balance of convenience, security, and organization. Working with Citizens Business Archives ensures your business documents are not only safely stored but also easily accessible when needed. When you decide that a document is no longer needed, we provide secure business shredding services.

Experience the Convenience of Offsite Document Storage With Citizens Business Archives

Simplify your business operations with secure, professional offsite document storage services from Citizens Business Archives. Free up valuable office space, protect sensitive files with top-notch security, and enjoy quick, hassle-free access to your records whenever you need them. 

Whether you need document destruction services, regular access to business documents, or long-term storage for older files, Citizens Business Archives’ expert services ensure your documents are organized, safe, and compliant with industry standards. Don’t let clutter or disorganization slow your business down. Contact us today and discover the smarter way to manage your records in Tucson, AZ.

Why Your Home Office Still Needs Document Shredding Solutions

Even if you work from home, you have confidential and private documents that shouldn’t be viewed by unauthorized parties. Scheduling regular pickup or drop off shredding services will protect you from data theft and identity theft and will maintain the privacy of your company, client, and financial data. At Citizens Business Archives, we offer a wide range of solutions for remote workers and people who work out of home offices. Our secure shredding and document destruction services in Tucson, AZ, will protect your business documents from theft or loss. Here is a look at just a few of the reasons your home office still needs document shredding solutions. 

Prevent Identity Theft or Theft of Proprietary Company Information

If an unauthorized person gains access to or steals confidential documents from your home trash can or recycling bin, you and your company may be liable for any resulting identity theft. You might also have paperwork that contains proprietary company information that could cause liability issues for you and your company if it became public. We can help you set up a schedule for secure shredding services so that your confidential paperwork won’t end up in the wrong hands. 

Maintain Confidentiality

Most companies require employees to agree to a confidentiality clause in order to work there. Even if you are self-employed or work from home, you still need to maintain the confidentiality of client and company information and protect sensitive information from unauthorized or public access. We can help you set up secure shred bins where you can put sensitive paperwork until you need to pick up or drop off shredding services. 

Protect Your Reputation

A data breach or the loss of confidential or private data could significantly damage your reputation and the reputation of your company. You might even be liable for fees or fines or face legal problems. Signing up for secure document destruction services will help you protect your reputation and avoid data breaches and theft. 

Comply With Regulations 

You may need to comply with specific local and federal regulations regarding the protection of private and confidential data. For instance, if you work in the healthcare field, you are bound by HIPAA regulations and must take specific measures to protect patient data. If you work in a financial or legal field or are in charge of financial or personal identifying information related to clients or employees, you have a duty to make sure that information is not made public or stolen. Our secure shredding services ensure your financial and business documents are completely destroyed so they aren’t at risk of a data breach or theft. 

At Citizens Business Archives, we are a trusted, reputable document shredding company in Arizona. We make it easy to set up secure shredding services in Tucson, AZ, for your home business or remote work team. We offer a wide range of highly customizable solutions, including secure shred bins, pick up and drop off shredding services, document destruction services, and secure document storage. To learn more or request an estimate, call us today at (520) 882-4434 or contact us online.

10 Reasons to Use an Offsite Document Storage Facility for Your Business

Managing physical documents efficiently is crucial for operational success. Offsite business document storage facilities like Citizens Business Archives offer a strategic solution to handle this challenge. Here are several reasons to consider utilizing these services for your business.

1. Enhanced Security

Protecting sensitive information is paramount. Offsite storage facilities, like Citizens Business Archives, provide secure environments with controlled access, ensuring that only authorized personnel can handle your documents. Our 18,000-square-foot facility is fire-protected and contained within a fenced compound, offering robust protection against unauthorized access and environmental hazards.

2. Space Optimization

Physical documents can occupy valuable office space, leading to clutter and inefficiency. Storing records offsite frees up this space, allowing for a more organized and productive workplace. This optimization is particularly beneficial for businesses with limited space or those looking to expand their operational areas.

3. Disaster Recovery

Natural disasters, fires, or other unforeseen events can jeopardize on-site documents. Citizens Business Archives is equipped with fire protection systems and is designed to withstand various calamities, ensuring that your critical records remain safe and retrievable.

4. Regulatory Compliance

Many industries are subject to regulations regarding document retention and privacy. Citizens Business Archives is well-versed in these requirements and can help ensure that your document management practices comply with relevant laws, avoiding potential legal issues and fines.

5. Cost Efficiency

Maintaining an in-house storage system involves expenses related to space, security, and personnel. Offsite document storage services can reduce these costs by offering scalable solutions tailored to your needs, allowing you to pay only for the space and services you require.

6. Improved Organization and Accessibility

Citizens Business Archives utilizes advanced inventory systems to track and manage documents efficiently. This organization ensures that specific records can be located and retrieved promptly when needed, enhancing overall operational efficiency.

7. Environmental Control

Certain documents and media require specific environmental conditions to prevent degradation. Citizens Business Archives offers temperature and humidity-controlled vaults for storing delicate items, ensuring their longevity and integrity over time.

8. Professional Shredding and Disposal Services

When documents reach the end of their lifecycle, secure disposal is essential to prevent sensitive information from falling into the wrong hands. Citizens Business Archives offers certified shredding services, ensuring that documents are destroyed in compliance with legal and environmental standards.

9. Focus on Core Business Activities

Managing document storage in-house can divert resources and attention from your primary business functions. By outsourcing this task to professionals, your team can focus on core activities, driving growth and efficiency.

10. Scalability

As your business grows, so does the volume of your documentation. Citizens Business Archives offers scalable solutions that can adjust to your changing needs, providing additional space and services as required without the need for significant capital investment. Partnering with Citizens Business Archives can help safeguard your critical records while allowing you to focus on what matters most—running your business effectively. If you’re searching for “secure document storage near me,” contact us today to learn how we can help you store your important documents in Tucson.

What to Shred vs. What to Store

Businesses of all sizes need to have a clear, easily communicated strategy in place for document retention, document storage, and document destruction. Local and federal regulations offer guidelines for what specific documents need to be retained and for how long, and how documents should be stored or destroyed. At Citizens Business Archives, we are a document shredding company in Tucson, AZ, that offers cost-effective, customizable document destruction services and secure document storage for business documents and records. Here is our guide to what to shred versus what to store.  

What to Keep Forever

Some documents should be safely and securely stored forever. They can be stored electronically in a scanned form if they do not contain an original signature. If you need a hard copy, they should be stored in a secure document storage facility that is access-controlled and fire-protected, like our records storage warehouse in Tucson, AZ. The documents you should keep forever include:

  • Birth and death certificates
  • Adoption paperwork
  • Deeds and title documents
  • Trust documents
  • Wills and power of attorney
  • Social security cards
  • Citizenship paperwork
  • Passports
  • Marriage and divorce decrees
  • Tax returns and major financial records
  • Military discharge documents
  • Life insurance policies

What to Keep for Seven Years

Other documents should be securely stored for at least seven years. This protects you from liability and ensures you have access to original business documents and contracts and important paperwork should a legal issue, audit, or dispute arise. Documents that you should keep for seven years include:

  • Income tax returns
  • Supporting tax documents like W2 forms, 1099s
  • Bank statements
  • Credit card statements
  • Investment purchase and sale confirmations and brokerage paperwork
  • Charitable donation receipts
  • Receipts of asset sales
  • Real estate transaction paperwork
  • Personnel records and paperwork
  • Bookkeeping records
  • Audit paperwork

What to Keep for a Month to One Year

Other documents should be retained for one month to one year. If you are self-employed, you should keep your utility and cell phone bills and any receipts for work-related purchases for at least one year for tax purposes. If you own a business, you should keep a digital or hard copy of your monthly bank account and credit card statements, pay stubs for employees, and correspondence regarding personnel issues. 

What to Can Shred

Any business documents and records that are outside of the necessary retention period can be securely destroyed. You can also shred documents that don’t need to be retained but that contain private, confidential, proprietary, or financial information, such as:

  • Correspondence
  • Receipts
  • Personnel files
  • Canceled checks
  • Copies of checks, receipts, or other financial documents
  • Business documents that contain confidential or proprietary information
  • Copies or printed out emails with confidential information included
  • Documents or paperwork that contain addresses, phone numbers, birth dates, social security numbers, phone numbers, email addresses, passwords, names of minors, license numbers, and any other personally identifying information

At Citizens Business Archives, we offer solutions for companies of all sizes who need secure document storage and document destruction services in Tucson, AZ. We can pick up business documents and records from your facility and transport it to our 18,000 square foot warehouse, where it will be carefully indexed and cataloged for easy retrieval. We can also schedule on-demand or regular pickup of secure shredding bins and make sure your documents are thoroughly and securely destroyed. To learn more, call us today at (520) 882-4434 or contact us online.

How to Keep Your Financial Information Secure

A data breach is one of the biggest threats a small company can face. The theft or loss of private, confidential data can shatter your reputation, open you up to legal issues, and cause panic among your customers. It’s crucial to keep all financial information secure so that only authorized people in your company have access to it. That means protecting sensitive information both electronically and in the form of paper documents. At Citizens Business Archives, we offer personalized solutions that can help you protect confidential and financial information in your office. We offer secure shredding services and document destruction services as well as secure document storage in Tucson, AZ. Here is our guide to keeping your company and client financial data secure and protected from a data breach. 

Don’t Overlook Paper Documents 

In the modern age, when we talk about data breaches, you likely think about computer hackers accessing data electronically. You may have numerous cybersecurity measures to keep your business’s financial information secure in the digital space and prevent these types of attacks. However, paper documents can still lead to lapses in security. In fact, mismanaged paper documents may be even more problematic than an electronic data breach, because it is much more difficult to trace the source of the leak. Carefully monitoring which documents are printed and who can access specific documents to download and print will help limit the spread of sensitive information in paper documents. Of course, shredding or securely storing those documents is an important step as well. 

Keep Confidential Paperwork in Locked Shred Bins

It’s easy to limit access to confidential documents stored electronically, but safeguarding paper documents can prove to be more challenging. Any paperwork that has sensitive financial information on it or confidential company, employee, or client data should be placed in a secure, locked shred bin until it can be shredded. It should not be kept on desks, in trash cans or recycling bins, in common areas, or on printers or copiers. Secure shred bins should be readily available in your office so that documents can be shredded right away and then picked up on a regular schedule with Citizens Business Archives. 

Schedule Regular Pickups for Shredding Services

Document destruction doesn’t have to be complicated or time-consuming. Set up a schedule with us for pickup services to rest assured that your sensitive data doesn’t end up in the wrong hands. We will pick up your shredding from your secure shred bins and take it to our facility, where we provide thorough document destruction services. We can even provide you with a certificate of destruction for your records upon request. 

Store Sensitive Financial Paperwork Offsite at a Secure Facility

It is not always feasible to shred financial documents like tax statements right away, so you’ll need secure storage solutions to keep them accessible when you need them but still safe from prying eyes. If you have hard copies of sensitive financial paperwork, you should store it offsite at a secure facility rather than in the office. We offer secure document storage in our access-controlled, fire-protected facility. Our 18,000 square foot facility allows you to store your records in a clean, secure environment and access them readily at your request. 

Regularly Check for Signs of Suspicious Activity

You should regularly check for signs of suspicious activity around your office. Look for passwords written on post-it notes, confidential paperwork left out on desks or in common areas, financial paperwork or confidential paperwork in recycling bins or trash cans, unauthorized downloads, and paperwork on printers or copiers that contains sensitive company, client, or financial data. 

Request a Quote for Shredding Services or Secure Document Storage

At Citizens Business Archives, we offer highly customizable solutions for local companies that want to protect financial data and keep confidential and private data secure. We offer secure document storage services and document destruction services in Tucson, AZ, and can help you find economical, efficient solutions that work for your company. To learn more about our document shredding, document storage, and indexing services, call us today at (520) 882-4434 or contact us online.