Articles and News

December 28, 2015

Good Riddance: New Year = New Office Clean out and Security Check In!


Cleaning out the office can sound like such a daunting task, so much so that many organizations continue to place this task on the backburner. But what happens when you lose confidential personal information because of a messy desk, office, or shelf? That is a potential risk of a data breach.

Start your new year off right by implementing a clean desk policy in your office! Researchers suggest that about 30% of time is wasted in the office trying to find misplaced information.

Here are some key tips for maintaining a clean desk:

Organize loose papers:  Paperwork that is piled up around the office reduces moral, reflects badly on an organization, & becomes time consuming when trying to refer back to old documents.

  • The use of file cabinets can reduce the areas that can become cluttered. File cabinets are perfect for storing things like invoices, work orders, estimates, vendor information, product specs and customer profiles. Label files according to their specific use and file documents away whenever you clean the office.

  • If there is a need for you to keep certain documents on hand for immediate reference, then you can make use of desktop trays and wall mounted "pockets." This is a good idea for things like bills to be paid, open customer files, paperwork that must be filed away and documents in current dispute.

  • To save space, consider scanning documents that can be archived and storing them electronically.

Computer Maintenance: After a long history of web research, gaming or any online activity, your hard drive may not be running optimally.  Malware problems can cause your computer to run slowly with the allowance of multiple pop-ups and programs not loading properly. Be sure to update your malware and virus protection, and regularly schedule computer scans.

 

 

Start your year with a Security Check In

A security check- in will allow you to access your security protocols and their effectiveness. It is important to adjust these protocols and programs where needed.

Security awareness is critical. Provide your employees with a procedure for maintaining the level of security for confidential information when in the office. Try to limit the amount of confidential information put on social media, provide training about phishing messages and other types of scams, and only use trusted apps and websites. Organizations should implement a document retention policy.

Implement a shred all policy to help reduce the risk of information security breaches and dispose of old or unwanted documents with the use of a secure document shredding service.

Confidential information that is no longer needed should be properly & securely disposed of by shredding and then recycling. In the workplace the most common way to rid your desk of paper clutter is to drop it into a recycling bin, however tis way has been proven to be a huge security risk. Today, it is recommended that you partner with a certified document shredding service with security trained experts. It is recommended that the company provides security locked bins, secure shredding, and a Certificate of Destruction once the shredding is completed.

 

 

 


Rock Solid Shredding provides customized paper and hard drive shredding services that assist businesses with complying with legislation while protecting information.

Contact them at 501.940.9900 or fill out the Contact Form.

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