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How to store and destroy documents properly?
Every company, regardless of its size or industry, handles a significant amount of paperwork on a daily basis. Documents such as invoices, contracts, handover certificates and medical records contain sensitive information, the storage and processing of which is regulated by the General Data Protection Regulation and the Personal Data Protection Act. Professional document destruction service provider “Schröderei”.
Document lifecycle. How do I know how long to keep documents?
The life cycle of a document begins with its creation or receipt, continues with its storage and ends with its destruction. It is often the last stage that is forgotten, but it carries significant risks. The company processing personal data has a duty to ensure its confidentiality and security. The duration of the storage of each document is determined by law. For example, employment contracts must be kept for 10 years after the end of the employment relationship, while accounting documents must be kept for 5 to 10 years, depending on their content. To avoid excessive accumulation of documents and possible errors, it is advisable to review the document chain at least once a year and assess which documents still need to be kept and which can be safely destroyed.
Consequences of improper document storage
Improper document management can have serious consequences for a company. Legally, it can mean breaches of contracts or regulatory compliance, which can lead to fines or legal action. From a reputational point of view, such behaviour can undermine the trust of customers and business partners, especially when information leaks become public. Financially, the company may have to bear the costs of data recovery as well as administrative fines. In a competitive context, leaked or inadequately protected sensitive information may end up in the hands of competitors and cause losses. Therefore, documents that have lost their practical value or have expired must be disposed of in a timely manner and in accordance with the established requirements.
Some recommendations for storing documents
Effective document management starts with clearly defined procedures and lines of responsibility within the company. To prevent information leakage, it is essential that documents are not taken out of the office unnecessarily and are not left in public areas. In larger companies, it is particularly important to identify which employees are responsible for the circulation of documents in order to avoid chaos and the transfer of responsibilities. It is advisable to structure documents so that they can be easily reviewed in day-to-day work, for example by using visual markers such as different coloured sticky notes to indicate the importance of the documents or their lifespan. Confidential documents should be stored in lockable cabinets, boxes or safes to protect against unauthorised access.
To this end, it is recommended to introduce a three-level classification of documents:
- Waste paper - no sensitive information (leaflets, old advertising material);
- Daily documents - non-sensitive documents that are necessary for your work and are stored in clearly labelled folders;
- Confidential documents - employee information, contracts and other sensitive data stored in secure, restricted locations.
To further streamline document management, it is recommended that companies develop an information security policy - a single framework that sets out how documents are handled, stored and disposed of at all levels of the organisation. This helps to build a culture of accountability, ensure compliance with laws and regulations and prevent unforeseen security risks. It should also be remembered that it is not only documents that need to be securely destroyed, but also other media containing information: digital media, mock-ups, buggy products, etc.
Why choose professional shredding?
Many companies still use simple office paper shredders, but this method may not be safe enough. We have all seen in the movies how ribbon-type shredders cut paper into narrow strips that can theoretically be reconstructed like a jigsaw puzzle. This poses a serious risk of data leakage. This approach to document destruction takes time and internal resources. Professional shredding, on the other hand, ensures the highest level of data protection. Documents are ground into irregularly shaped and sized particles and shredded in large volumes. They are therefore virtually impossible to recover.
In addition, shredding documents in a special machine right outside your office door saves time, reduces the number of people involved in the document workflow, reduces the administrative burden and guarantees compliance with the law.
“Schröderei” is a reliable partner for the destruction of documents without prior preparation. This means that documents can be in folders, stapled, spiral-bound, stapled or even in film. Destruction takes place in a shredder-equipped machine, where the shredded material is placed in a closed container, ready for recycling. This type of disposal, where materials are broken down on site, does not involve unnecessary movement. This reduces the number of people involved in the document circulation process and allows for visual verification of destruction. “Schröderer also offers destruction of data media (magnetic cards, discs, cassettes, video tapes, stamps, etc.). The company also provides destruction of worn workwear, uniforms, advertising banners and other large-format or non-standard materials, preventing the re-use of company identity or branding. In addition, ”Schröderei”offers waste paper removal, making it easier to rid your office of accumulated paper materials. Wooden, metal and plastic containers are also available for hire for different volumes and needs.
If you want to ensure the safe circulation of documents in your company, leave it to the professionals.