As an organization maintaining document privacy and security is essential when it comes to your reputation.
This becomes more crucial when it comes to sensitive and confidential information. Most if not all documents have a retention period whereby they are disposed of to give space to upcoming documents.
And yet all these documents are stored leading to an increase in space occupied by documents. This is an added overhead cost which is not necessary.
Organizations tend to make mistakes which look trivial but can be detrimental to their interests. Here are some of the mistakes organizations make when it comes to disposing of their documents.
1# Having no document retention and disposal policy.
Many organizations have no policies in place on how and when to destroy the documents. This would make it susceptible to security breaches.
Having a clear document disposal policy would save it from inconsistencies and security gaps.
2# Poor document disposal methods
There are different types of shredding cuts, strip cut shredding, cross-cut shredding or micro-cut shredding.
Using Strip-cut shredding to dispose of your documents is quite risky because the cuts are big and can easily be put together to get information.
In Kenya burning of paper documents is legal but this needs you to make time to ensure that the paper is completely destroyed for the information not to be accessed.
3# Keeping documents beyond their retention period
Companies keep their documents for a long time without disposing. If a company does not have a document disposal policy in place, there is a tendency to hold on to all their documents.
In such a situation the company is at risk of information theft. And this also means giving up more space for document storage.
4# Insecure digital documents destruction
Getting rid of digital documents by deleting will not completely.
The best way to completely get rid of digital documents is either destroy the devices completely or get rid of digital documents through data wiping.
5# Insecure disposing of shredded material
The best way to dispose of shredded documents is to recycle.
Throwing the shredded material in trash cans can lead to data breaches.
6# Non destruction or improper destruction of drafts and copies
How do you handle your drafts and copies?
They also contain sensitive and confidential information and they are best disposed of the way the originals are.
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Get the Guide7# Non recording of your document destruction process
Keeping records of document destruction protects you from non compliance issues. This also ensures your audit process is flawless with no gaps.
8# Lack of team awareness of your document disposal policy
Bringing awareness to your team through training on document disposal policies and procedures.
This is to make them understand the importance of the policy and the repercussion of not disposing of the documents properly.
9# Ignoring Compliance requirements
Failing to comply with regulatory and legal requirements can lead to legal actions.
10# Unreliable document destruction service provider
- Choose a certified and reliable provider.
Conclusion
To protect your company’s reputation and to ensure you adhere to the Kenya Data Protection Act (2019), ensure your sensitive documents are well protected and secured by having an organized document storage and disposal system.