Secure Document Shredding Articles

Most companies and medical facilities have voluminous amounts of stored paper and electronic files. That’s due in large part to industry-specific laws and regulations that require files and records be retained for a certain number of years before they can be shredded or otherwise disposed of.

Businesses close for many reasons: an owner decides to retire, sell, or relocate. Sometimes a medical practitioner joins another group or relocates their facility. Today, many of these decisions are being driven by the changes the COVID-19 pandemic has brought.

A well-designed document retention and destruction policy has three primary benefits for all businesses, including those in the medical field: efficiency, safety, and peace of mind. It also keeps your organization compliant with state and federal standards.

If you’re at a small business, you may not have given your paper shredder a lot of thought. Maybe you brought equipment from your home or purchased a cheap option at an office supply store. However, if you don’t dispose of your confidential information with the proper equipment and systems, you put your customers and employees at great risk for identity theft. In 2018, identity theft affected over 60 million Americans. It’s easy for a criminal to access sensitive data through ‘dumpster diving’ and piecing together torn-up documents. Investing in a professional shredding system and professional shredding services will protect sensitive information.

Shredding is more than just a document disposal method. It’s a way to protect sensitive information, maintain customer and employee privacy, and prevent identity theft. It’s also the law—federal regulations like FACTA dictate how organizations should execute document destruction. Failing to follow these rules can result in massive fines, legal troubles, and damages to your brand’s reputation.

Data security is an important area of concern for medical practices and protecting your sensitive records is required by law. The Health Insurance Portability and Accountability Act (HIPAA) sets forth guidelines for protecting Protected Health Information (PHI) in the HIPAA Privacy Rule. PHI is defined as information, including demographic data, that is used to identify a patient or provide health care services or health care coverage. Medical histories, test results, insurance information— all individually identifiable health information is included.