Spring Cleaning for Better Security
The first day of spring arrived over the weekend, and whether or not it feels like spring where you are, it's a good excuse to look long and hard at your office and the areas that need to be cleaned. While you might be able to get away with a messy desk, there are some areas of the office that could use some special care and attention, with an additional side benefit: increased security.
While the uptick in digitalization of important data and records may seem like it has eliminated a lot of physical clutter and security risks, there are still plenty of sensitive printed materials that businesses generate, and digital data and devices need a brisk spring cleaning, as well. Here are three things to consider as you pick up the metaphorical mop and start scrubbing this fine spring:
Rules and regulations – Spring cleaning for the sake of your office and organization is good, but there are also some official measures to take into consideration when you're looking at the security of your records. Acts like the Health Insurance Portability and Accountability Act (HIPAA), the Fair and Accurate Credit Transactions Act (FACTA) and the Gramm-Leach-Bliley Act (GLBA) all outline mandated measures businesses must take to secure the information of their patients and customers. Before you start tossing your info, it's prudent to check what applies to your business, and plan accordingly.
The paper trail – Though many records have gone digital, there's still a lot of hard copy data out there that might put your customers or even your business at risk. From business plans and contracts to bank statements, credit card information and medical records, you want to ensure these records are properly shredded and processed. While many businesses use vendors to store and shred their documents, it can be difficult to know if and when items will be properly disposed of. On-site shredders can help eliminate the uncertainty and provide immediate destruction of sensitive data as needed, and the huge variety of shredders available means finding something that fits your office's needs is easy.
The tech graveyard – We're outnumbered by our gadgets—it's a simple fact. And many offices have dealt with this fact by adopting "out of sight, out of mind" coping mechanisms, shoving all their old, defunct technology into an unused office or conference room and vowing never to speak or think of it again. But those tech dinosaurs can pose big security risks if not disposed of correctly. 1/3 of Americans are unaware that their old technology can be securely cleared and recycled professionally to eliminate this risk.
There are probably a lot of other things you've got in mind for Operation Clean Office, like tackling that gross breakroom, but cleaning up your potential security risks is a great start to your office spring cleaning.