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.
