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5 Tips to Build Data Security into Your Workplace With Shredding Services


If you work in an industry that hasn’t been impacted by the recent GDPR regulations, then you are in a tiny minority.  Nearly every industry around the country has had to reassess data security within the workplace in light of the new data protection regulations – or they need to do it.  If your company falls into the second category, here are some tips to help make good data security an everyday part of your workplace.

What is data security?

Anyone that comes into contact with personal data has a responsibility to ensure it is protected.  This is information about a person that ranges from their date of birth to the credit card number and much more in between.  Key to managing these responsibilities is to have clear processes in place for security in the business, both physically and digitally.

Sometimes known as a security culture, the idea is to create a clear system and process within the business regarding all types of security, including data security.  That way these actions become commonplace and automatic for staff and therefore reduces the risk of something going wrong. So how can you create a data-safe workplace?

1. Create awareness of responsibilities

It is easy to think of data security as being someone else’s responsibility in medium or larger companies.  But the truth is, it belongs to everyone. Each person must be responsible for the data they handle and a first step to good data security is making sure everyone is aware of this.  It also means clearly laying out what each person needs to do to ensure they follow company policy with regards to data security.

2. Make people understand the ‘why’

Saying that we have to do it because it is part of GDPR is one thing – helping people understand that the company could receive a huge fine, end up going out of business and they lose their jobs is another thing.  By helping people understand the what and the why of data security, it is easier for them to give it the importance it needs.

3. Set up a secure development life-cycle

For the digital side of things, it is important to set up a secure development life cycle.  This lays out what processes and activities the organisation will perform with regards to software or system updates.  It might include threat modelling, security requirements and testing activities. It might just be that one person will have certain responsibilities to ensure software is up to date and therefore secure.

4. Create a workflow for documents

Companies put a lot of effort into digital security, but paper data security is every bit as important – your business is more likely to breach GDPR due to a piece of paper with someone’s information being found outside the business property than due to a hack.  So creating a document workflow is important. This might involve things like where documents are stored, how long for, who has to handle their disposal and how they are destroyed.

This is the area where companies offering shredding services would come in.  You could arrange for regular visits to the property to either shred documents or to collect the remains of shredded documents for safe disposal.  This would be the end point of the workflow and would ensure that nothing ends up in the wrong place.

5. Make regular checks that the processes work

Creating processes and workflows are one thing but ensuring that they work is another.  And also putting in place regular checks and audits to make sure all processes are still adequate is the final important step in improving data security for your business.

Find out more about our shredding services here and how they can help with your GDPR compliance. Get in touch for more information.