Disposing of Documents: How To Do It Correctly and Safely?

En varios ambientes corporativos, el cuidado de los datos generalmente se asocia solo con la protección de sistemas y contraseñas. Sin embargo, la eliminación de documentos físicos y digitales también representa un paso importante en el manejo de la información de la empresa. 

A single piece of paper forgotten in the printer or an email sent to the recycle bin and not permanently deleted can create opportunities for unwanted exposures.

This is why understanding how to properly dispose of everyday documents like spreadsheets, contracts, and drafts should be incorporated into your everyday routine. 

Would you like to know more about it? Keep on reading! 

The risks associated with improper disposal

Did you know that the secure destruction of physical documents and the digitization of files not only help protect information, but also promote good Environmental, Social and Governance (ESG) practices?

As such, when printed papers containing organizational data are thrown away in regular trash or digital documents are deleted without specific precautions, valuable information can end up in the wrong hands. 

Besides legal penalties and financial losses, these types of circumstances can damage the company’s reputation in the market and among its partners. Even a seemingly minor mistake is enough to cause significant consequences.

What should be carefully disposed of?

It’s not just official documents that warrant caution. Items considered “simple,” such as meeting notes, printed lists of meeting attendees, vouchers, and preliminary versions of files should also be handled carefully. 

Plus, a slip of paper containing a phone number or a system login can also serve as a means of unauthorized access.

That’s why the best bet is to ask yourself: does this content have any information or records that should not be shared? If the answer is yes, the following protective measures should be taken for proper disposal.

How to behave properly on a daily basis?

Whenever we talk about information security, most people only imagine complex systems and digital barriers. But everyday things, such as the common act of throwing a piece of paper away, are directly related to data protection. 

Careful handling and disposal of these physical and digital items can prevent damage and unnecessary exposure. The following are a few mindsets that have a positive impact in the workplace:

1- Use paper shredders whenever you need to dispose of materials with company data

Printed documents containing information such as names, ID numbers, or any internal data should be destroyed using shredders. Manually ripping up a draft or simply throwing it in a regular trash bin can allow unauthorized individuals to access sensitive content.

2- Avoid leaving forgotten documents on open printers, desks or trash bins

Abandoned printouts, loose notes on tables, and papers thrown into visible trash bins can easily pose potential risks. Someone walking around can view or pick up these items, which compromises the security of information that should be protected.

3- Delete the files from the computer’s recycle bin

Many people think that just pressing “Delete” will get rid of a file, but these files can still be accessed once they’re still in the computer’s trash bin. It is advisable to empty it regularly and use secure deletion software as needed.

4- Dispose of electronic equipment only after making sure it’s been properly erased

Old devices, in some cases, store files that seem like they’ve been deleted, but can still be recovered. Before tossing out any media, perform a secure formatting or use specific tools to permanently delete the content.

Failing to take the proper precautions when disposing of information creates notable vulnerabilities in any company’s security. While many risks are associated with the digital environment, physical items and everyday habits should not be overlooked. 

Something as simple as a piece of paper thrown away or a forgotten USB drive can be the beginning of something bigger, like data leaks or financial losses. That’s why maintaining safe practices is an efficient way to protect records and prevent potential issues.