Strengthen the Chain of Custody

Tuesday, June 21, 2016 10:30 am, Posted by Absolute Destruction

You don’t have to be in the legal field to appreciate the need for a secure chain of custody. The way you and your business obtains, records, shares, and disposes of paper and electronic documents is important, regardless of your industry. Implementing fortified policies that secure physical and digital data is one of the best measures you can take to prevent fraud, but it isn’t the only way to protect your confidential material. A sound network security deters hackers from preying on your organization, but it does nothing to prevent something as simple as human error from threatening your company.

You can have the most sophisticated system put in place to safeguard your files, but they’re only effective when all of your employees can follow them. A simple mistake, whether through malice or ignorance, can negate the intricate physical and technological securities you have. You may have the utmost faith in your employees, but employee negligence is the one of the number one causes of fraud. According to the Ponemon Institute, over 80% of all corporate data breaches were due to human error. A fact confirmed by the Identity Theft Resource Centre (ITRC) and the Privacy Rights Clearinghouse, both of which presented similar findings through independent studies. All it takes is an accidental email, a misplaced company phone, or mishandled files, and all of your elaborate precautions can be for naught.

When people are the weakest link in your chain of custody, it’s important that you invest in regular training. A one-time afternoon spent going over policies and procedures isn’t enough; people will eventually forget one or all of the steps involved in securing data and they’ll jeopardize the company when they do.

Next to education, limiting access to confidential material to top personnel only is another way you can secure the lines of information. Minimize contact by handing over the destruction of sensitive paper and digital files to a service that specializes in safe methods of removal.

As a NAID certified shredding service, we’re well-informed of the best ways to dispose of vulnerable material. We supply your office with locked containers to collect the paper and electronics that you need destroyed. These sealed bins, boxes, or bags can’t be accessed by anyone but our bonded, insured, and uniformed personnel, thus reducing the number of people who have the ability to read or retrieve any discarded information. Once these containers are full, our shredding experts will come to you, and they’ll shred your collected material on-site – after which they’ll deliver the destroyed contents to a secured recycling facility. There are no intermediaries or other employees involved in any of these steps; just our small group of dependable representatives.

When you limit the number of people who have access to important information, you’re strengthening the security policies that you put in place. Consider the lengthy chain of custody you currently have. If it involves far too many employees, give us a call. We can set up a regular pick-up for shredding according to your schedule. Whether that’s weekly, monthly, or something other arrangement, we’ll find a schedule that fits with your needs. You only have to pick up the phone!

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