How to Archive Documents Securely Before Shredding

Posted  March 23, 2022  by  Lois Ferns

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As COVID-19 restrictions reduce further, more businesses are heading back to the office or are at least carrying out a hybrid model between the office and home.
 
However, many people have not returned to the office throughout the entirety of the pandemic, which means it’s likely that an office and desk decluttering is required.
 
Archiving documents and then efficiently and securely disposing of them with an information security company such as Shred-it is one of the best ways to protect your confidential and sensitive information and help reduce your risk of a data breach and help you to remain compliant.
 
The question is: what are the different ways to archive documents?
 

Types of Document Archiving 

Firstly, you’ll need to know the different ways to archive documents, which are traditional storage, digital storage, and scan on demand. Below is an overview of each of these methods.
 

Traditional Storage

Traditional storage is when you archive paper by filing it away in a cabinet on-site. It’s a good approach for smaller businesses that may only have a small number of documents to archive.
 
On-site storage comes with some measures to follow such as ensuring you invest in appropriate equipment that is secure. This could include a fire-proof safe or a lockable filing cabinet.

Organisation is also vital with this method because additional security is needed to ensure your documents are safe. Knowing what documents are archived and where will assist this potential problem.
 
If on-site storage isn’t an option for your business, then you could pay for an off-site secure storage facility. Large businesses will often opt for off-site storage so they maintain non-mission-critical documents.
 
There are a few factors to consider when archiving documents with an off-site storage facility. This includes how close the facility is to your workplace, how quickly you can access archived documents, and security at the facility - you don’t want your documents getting into the wrong hands.
 

Digital Storage

Digital storage is archiving documents digitally and is fantastic for saving space as it limits the need for paper file storage. Archiving documents online also allows businesses to work remotely as well as save space within the office.
 
However, going digital isn’t for everyone. Uploading everything online might seem daunting and without a secure network or cloud service, your archived documents could be left open to cyberattacks which could impact your bottom line and affect your reputation.
 
Investing in a trustworthy cloud service as well as top quality hard drives will help make sure archiving documents is a secure and safe option.


Scan on Demand

Scan on demand blends the two methods by archiving documents off-site and then digitally scanning and sending them back to you. It can be the best of both worlds and a great option for large businesses that need more storage and occasional access to their documents.
 
This option can be more expensive because you will be paying for additional services with the service including both off-site paper file storage and digital storage.
 

Secure Information Destruction

After archiving documents in compliance with GDPR guidelines and retention periods it’s time to review documents that may require secure destruction.
 
Paper accounts for 26% of landfill waste, and we offer a few ways to securely destroy your documents and hard drives, whether on-site or off-site, that’s more environmentally friendly than throwing them away or keeping them archived taking up space.1


On-demand Paper Shredding

Paper file storage can take up vital space while archiving documents, but our On-demand Paper Shredding Service will help you to declutter any non-essential documents so you only have to archive paper and documents that you need to keep or are relevant to your business and clients.


Regular Scheduled Paper Shredding

Our One Time Paper Shred can work for many businesses, but larger operations may often need a more regular service. This is where our Regularly Scheduled Paper Shredding Service can prove cost-effective and help your confidential information stay secure.
 

Hard Drive Destruction

Archiving documents with paper file storage solutions might not be an effective use of storage for a large business, so using a cloud service or hard drives are the best option. However, hard drives don’t have infinite storage, and you don’t want your confidential information falling into the wrong hands. Shred-it's Hard Drive Destruction Services are specifically designed to destroy your hard drives so that data can never be retrieved or reconstructed.
 

Things To Remember While Archiving Documents

 Here are some important things to remember when developing your document archiving strategy:
  • Organise: Ensure to create categories for different types of documents so they can easily be found and accessed.
  • GDPR: Ensure you have met the GDPR guidelines and retention periods.
  • Security: Invest in high-quality security, whether that is for traditional or digital storage for archiving documents.

For more information, please get in touch today to see how our services can protect your company, customers, and employees.


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