It is important to incorporate security in all places, especially in the workplace. All too often, corporations make the mistake of not utilizing simple methods of data security. This tends to be due to the fact that the corporations are simply not knowledgeable about the options for data security and the risks that are associated with not implementing easy measures. Unless you are in the industry, you may not even know about the easy options such as hard drive shredding, secure recycling and Department of Defense data wipes. Some major security flaws occur when things such as patient records, Social Security numbers, employment forms, bank account information, and other pertinent and confidential data can easily be located within the corporation. This is not just with smaller companies, either. This can even be found in state government agencies, state universities and major hospitals. All corporations are subject to this lack of data security if they are not educated on the subject.
The data that tend to be found that can create a security risk are typically not found on hard drives anyway. They can be found mostly in paper format. They may be sitting on printers, copiers or on an employee’s desk. Someone may have made a copy and left it behind by accident, but this creates a serious security risk. There is a way to manage this information to make it secure. If you are securing your hard drives, you may not be doing enough. You need to remove the information in a secure manner. This includes both hard drive form and paper form.
A common way to do this is by choosing a certified recycler that is set up to manage data security. Companies such as Commonwealth Computer Recycling can remove the information not just from hard drives but also from paper sources to ensure security. The documents are securely shredded, and there is no data breach. You may believe that you can do this on your own, but data can be found in the most unlikely places. Some of the most common places are:
- CD/DVD drives that contain copies of company CDs
- Networking devices, including flash cards stored on them
- Toner and drums from copiers and printers
- Memory cards found in cameras, phones and laptops
- Tape drives with tapes inside
A lack of planning can lead to a breach, which can be extremely costly. Not only will you face million-dollar fines, but you will have a public relations situation to deal with and can even face criminal prosecution. Even if you think you have a good data security procedure for your company, you need to have a backup plan. Many companies have procedures that have holes in the plan, which can lead to a breach. You need to have a disposal plan in place to take care of both in-house and third-party wiping. This type of system will cover all of the holes in your current system.
When choosing a company to handle your data shredding, you will need to find an R2 or E-Steward certified recycler. You will also want to visit the facility. If you are not allowed to view the facility, it may not be a reputable company. When you visit, you will want to make sure that it is secure and that all materials are kept inside. You may also want to see if there is a metal detector on site. You want to make sure you are comfortable with the facility and feel free to ask questions. You will want to ensure that the company has the right kind of insurance. This includes professional cyberliability insurance, because that will cover your costs in the case of a breach.
Overall, be proactive in your data security. By doing this, you can ensure that your company is fully compliant with all laws. In addition, knowing that all of your data, and your customers’ data, is safe will provide you with the peace of mind that everything is safe and secure.
