Loss of documents and data can have severe consequences for businesses, including financial loss, damage to brand reputation, and even the potential to cease trading. While digital document security often takes the spotlight, physical documents are also vulnerable to loss, theft, and tampering. Russell Richardson, a trusted document management company, understands the importance of document security and has partnered with Impelling IT services to ensure robust IT support for their operations. Let’s look at their top 5 reasons for having a robust Document Security system:
Recognise the threats Theft by employees and the risk of fire are among the biggest threats to company data. Disgruntled employees may steal important documents to harm the business, leading to financial losses or PR disasters. Fires pose a significant risk to physical documents, emphasising the need for off site storage to mitigate fire damage.
Implement records management policies Establishing a comprehensive records management is crucial for ensuring the proper handling of important documents. Failure to implement such policies can result in sensitive information loss, regulatory fines, and business disruption. External documents, like CVs, entering the workplace further heighten the risk.
Address poor records management practices Poor records management practices exacerbate document security risks. Examples include leaving sensitive documents near photocopiers or in easily accessible recycling bags. Russell Richardson offers sealable bags and lockable cabinets for confidential waste, ensuring secure document disposal. Taking steps to prevent unauthorised access and implementing document management solutions reduce the risk of data breaches.
Understand your legal responsibilities In addition to business-related losses, companies face legal liabilities if they fail to store and protect data correctly. The General Data Protection Regulation (GDPR) imposes stringent privacy regulations in Europe. Non-compliance can lead to significant fines of up to 4% of the company's turnover. Having secure paper document storage procedures in place is essential for avoiding substantial penalties.
Opt for off site storage Choosing off site storage for archiving documents provides enhanced security and accessibility. Secure facilities ensure the safety of your documents, with access granted only to authorised personnel. By partnering with Russell Richardson, your data will be handled, recorded, and stored by security-vetted professionals in compliance with legal requirements. Off site storage frees up office space and guarantees the secure disposal of data when it is no longer needed, with a certificate of destruction provided as proof.
Trust Russell Richardson to handle all your document requirements! Prioritising document security is crucial to protect your business from financial losses, reputational damage, and legal liabilities. Russell Richardson, who use Impelling IT services as their IT provider, offers comprehensive document management solutions tailored to your needs and are happy to offer clients of Impelling a 10% discount on their regular shredding service, or the first 3 months free on their document archiving service.
By implementing robust security measures, adhering to legal obligations, and choosing off site storage, you can safeguard your valuable data and ensure the continuity and reputation of your business.
Contact them today to find out more about their Document Security archiving and storage solutions, and how they can help your business on 0800 294 6552 or [email protected].