Data breaches are often grabbing headlines. However, physical records containing sensitive customer data or company information also remain vulnerable to theft and misuse. Organizations must implement robust procedures to secure paper files and prevent unauthorized access. This article outlines key strategies for safeguarding physical records in the age of data breaches.
Store Records in Secure Areas with Limited Access
The first step is strictly controlling access to areas where sensitive documents are stored. Maintain paper files in locked cabinets, rooms, or storage facilities. Only staff members with a legitimate need should have keys or entry privileges. Require employees to sign out sensitive documents if they are removed from secure areas and return them promptly. For highly confidential records, log all access and make copies available only when absolutely necessary.
Destroy Unneeded Records Properly
Outdated or unnecessary records pose an unnecessary security risk. Safely destroy them on a regular schedule. For sensitive documents, invest in a cross-cut shredder to render papers illegible. For large volumes, hire a bonded shredding company to shred documents onsite or at their secure facility. Make sure all records are shredded to a small particle size.
Protect Offsite Records with Stringent Policies
When storing physical records offsite, do thorough due diligence on facilities. Verify that they have restricted access, surveillance systems, fire protection, and other appropriate security features. Require them to provide certified statements on their information security protocols. Stipulate proper destruction procedures for your records in contracts. Limit employee access and train personnel on proper handling of confidential documents.
Track Movement of Records
Closely track the physical location and status of sensitive documents. Require employees to sign out records they borrow and check them back in promptly. Have a senior manager review these logs regularly to identify anomalies that could signal theft or unauthorized copying. Know which records are offsite and monitor their status. Keep circulation periods short to avoid misplacing confidential files.
Use Certified Mail for External Shipments
When sending sensitive information externally, use Certified Mail Label tracking services. Certified Mail provides end-to-end monitoring and confirmation of delivery with online tracking records. Require recipients to sign for deliveries and immediately report any missing shipments. This provides vital accountability if documents fail to arrive as scheduled. Follow internal chain of custody procedures from the originator to final delivery.
Report Security Incidents Swiftly
If a potential breach occurs, launch an investigation immediately. Report missing records and unauthorized access attempts without delay, per company protocol. Determine if negligence or intentional acts were involved so you can assess weaknesses in security practices. Continually train staff on vulnerabilities and stress the importance of alerting management to irregularities or risks.
Audit Regularly for Policy Compliance
Conduct both internal and third party audits of your physical security procedures. Review adherence to policies for accessing, handling, and destroying confidential records. Confirm records are stored properly when not in use. Make sure offsite facilities meet expected standards through site inspections. Immediately address any lapses identified in audits to prevent future breaches.
Safeguarding physical records requires vigilance, but following rigorous security protocols can help mitigate risks. Train staff regularly, control access, track documents closely, vet facilities, and destroy unneeded records safely. With strong measures in place, organizations can better protect sensitive customer data and proprietary information stored on paper.
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