All businesses should have a document retention and document destruction policy. Certain local and federal regulations outline which documents should be retained and for how long, and also dictate how they should be destroyed when the retention period is over. Understanding which documents can be thrown in the trash or recycling bin and which should be securely shredded is key to avoiding data breaches, fines, legal problems, and damage to your company’s reputation.
At Citizens Business Archives, we streamline and simplify the process of records storage and document destruction. We can design a personalized document storage and destruction plan for your company, and provide pick up, drop off, and document shredding services. Here is a look at which documents need secure shredding in Southern Arizona and why it’s so important to use an experienced document shredding service to handle your company’s document destruction needs.
Which Documents Can I Throw Away or Recycle?
Any documents that don’t contain personal or confidential information about your company, employees, or clients can be thrown away or recycled. Personally identifiable information (PII) can include:
- Names, addresses, and dates of birth
- Social security numbers
- Driver’s license numbers
- Passport numbers
- Biometric data
- Race, ethnicity, or religion
- Mother’s maiden name
- Employment information
- IP address
- Phone numbers
- Email addresses
- Medical information
- Bank account numbers or credit card numbers
- Information about minor children, such as school information, addresses, email addresses, phone numbers, medical information, and any other PII
You can throw away or recycle things like:
- Notes that don’t contain proprietary company information or PII
- Paper cuttings and scrap paper
- Printing mistakes that don’t contain proprietary company information or PII
- Catalogs, magazines, newspapers, and fliers
- Receipts that don’t contain financial information
- Bills and monthly statements that don’t contain financial information or PII
Which Documents Need to Be Shredded?
Documents that need to be shredded once their retention period is over include:
- Bank statements and credit card statements
- Resumes
- Insurance documents
- Canceled checks or copies of checks
- Copies of birth certificates, driver’s licenses, and passports
- Tax documents
- Proprietary company information like patent applications, product design specs, blueprints, recipes or formulas, etc.
- Deeds, titles, and real estate documents
- Correspondence that contains PII or proprietary company information
- Employee applications and resumes
- Personnel files
- Audit reports
- Company policy information
- Accounting and bookkeeping documents
Why Is Secure Document Shredding So Important?
Shredding documents with sensitive data prevents them from getting into the wrong hands. When documents that contain confidential information, financial information, or personal identifying information are lost or stolen, that information can be used for identity theft or other criminal activities. If your company faces a data breach like this, you could be liable in court or you may have to pay fines or fees. Your company’s reputation will also be significantly damaged. Secure document destruction protects personal information, gets rid of unwanted or unneeded records, and maintains compliance with local and federal regulations.
At Citizens Business Archives, we specialize in secure shredding services in Southern Arizona. We can create a customized document destruction plan for your company and provide secure shred bins to collect any documents that can’t go in your trash can or recycling bin. We also offer secure records storage and indexing, and can store your company’s files and records until they are ready to be used or destroyed. To learn more about our document storage, indexing, and retrieval services in Arizona, call us today at (520) 882-4434 or contact us online.
