Did you know that every single business has documents that need to be shredded in order to be disposed of properly? That’s right, regardless of what you do for a living, you have files that need to be protected, including when they’re being thrown away.
Business document management is something you take great pride in. Creating a safe and secure system can keep you and your business away from harm, which of course is a good thing.
In this article, we’ll tell you a few tips and tricks that you can use to protect your most valuable files and documents. That way you can rest easy at night knowing they’re safe and secure.
Now then, let’s get started!
1. Identify Sensitive Documents
Before you can safely secure all of the sensitive documents in your office, you first need to identify what those documents are. So, if you haven’t done so already, take a second to write down what you think needs to be filed away in a safe location.
Once you have those documents identified, you can then decide how big of an area you need in order to keep them all stored away.
2. Have a Limited Access Storage Area
It goes without saying, but giving everyone access to private documents isn’t a good idea. That means you’re going to need to find an area in your office that you close off and use for storage space.
A room with a door that locks is preferable. If you can make that work within your space, it’s the ideal setup.
3. Purchase Locked Filing Cabinets
Once you have your space picked out, pick up a few filing cabinets that lock. That way, you can keep your private documents behind a locked door and inside of locked filing cabinets.
Just be sure you keep the keys to both the door and the filing cabinets hidden so only certain people can have access to the area.
4. Create an Entry Log
A great way to document who comes in and out of your storage space is to create an entry log. That way you have written proof of who was in there last, how long they were in there for, and what they were in there for.
A clipboard with a piece of notebook paper is all you need to do this. Don’t feel like you need to go overboard.
5. Invest in a Quality Shredder
Last but not least, in order to properly dispose of important documents, you’re going to need a good shredder. Without a proper waste shredder, you’re risking private information being stolen by strangers, which isn’t a good thing.
5 Business Document Management Tips and Tricks
Well, there you have it! Those are 5 business document management tips and tricks that you need to know in order to keep your most private files safe!
So, as long as you keep these ideas in mind, you should be able to keep your business and your classified files secure!
Remember, a private room that locks, with locking filing cabinets, is a great place to start. If you can, consider installing cameras in the room, too, so you can document who comes in and out.
Looking for more ways to keep your business safe? Check out our blog!