After converting a company’s inconvenient, antiquated system of recording new information on paper files over to a sleek and modern document management software, business leaders and employees alike can be very excited about these changes. Gone are the days when looking for one tiny piece of information could take hours if a paper was misfiled or the cold sweat they’d endure if a document was lost or thrown away by accident.
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Improper disposal can result in breach
No matter the department within a firm, from financial to human resources, any part of a business can vastly benefit from making the shift to paperless office.
But what about the disposal of all the paper files once everything’s been scanned into computers using electronic document imaging programs? After taking the time to transfer everything to the digital sphere – a worthwhile but often time-consuming process – this might not seem like an immediate concern. After all, workers now have access to all of this information on computers.
However, this step is very important in order to come full-circle on the decision to go paperless. Disposal of documents is required. If there is a break-in or a storm that leaves the office destroyed and papers scattered your digital files might be safe, but what about the physical files. Not to mention it is critical that his is done correctly, using a paper shredder so that the information can not be compromised.
Otherwise, the business could risk losing nearly everything it’s worked hard for.
Data breaches caused by improper disposal
Maybe this sounds like a little bit of melodrama, but large-scale data breaches that affect, not only the finances of the company but also the very identity of its clients happen with some degree of frequency. All a criminal needs is one piece of paper and they will be able to wreak havoc across the entire operation.
Consider the situation in North Dakota. While it is true that the information was made publicly available recentyly, according to PHI Privacy, the MInne- Tohe Health Center/Elbowoods Memorial Health Center were victims to a breach in october of 20011. Improper disposal was cited as one of the contributing factors to the loss of the sensitive information of 10,000 individuals.
Shredders are crucial
While scanners have been employees’ best friends in recent month, shredders now need to fill this role. Workers just need to pass sheets of paper through these machines, then they never have to worry about that tangible document causing a breach.
Insider’s tip – it’s also best if, when disposing of the confetti the scanners make with once-crucial documents, workers split up the shards into a few different trash bags. This way, no one would be able to piece the files back together.
About PaperSave
PaperSave is the first and only document management, electronic workflow and invoice automation solution, Certified for Dynamics GP 2013. PaperSave's unique integration provides one click access to documents related to the records within Microsoft Dynamics solutions like AX, GP, SL, & CRM. PaperSave combines document capture and transaction processing to eliminate multiple steps from your process saving time and money!
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