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Whether overseeing this for their own department or helping other departments in the organization to clear out their offices, facility managers should ask the following questions: Do I know what documents are in the filing cabinet? The storage closet? The top desk drawer? It could be anything from Social Security Numbers to Tax Returns to Payroll statements; all confidential information that could be detrimental to employees and their companies if placed in the wrong hands.
Shred-it, an information security company, acknowledges that every document eventually outlives its useful purpose and counsels that retaining them too long, can actually put you in jeopardy of non-compliance under the privacy legislation. How long business records are stored should be determined by a retention schedule that takes into consideration the records usefulness to the business as well as legal requirements.
From a risk management perspective, once this period has passed, the only acceptable way of discarding these records is to destroy them using a method of complete destruction. Shredding is the safest way to ensure that documents are completely destroyed.
While Shred-it encourages a “shred all” policy to ensure complete security of critical documents, the below documents are priorities of what to shred when spring cleaning the office: