All organizations should be aware of data security and file shredding. Failing to protect your own sensitive data and that of your customers can have serious financial implications for private businesses, possibly even forcing them to close. But municipalities must pay attention to all elements of data security, from file shredding to cybersecurity.
Allowing violations is not an option for towns or municipalities or other municipal organizations. Their records hold a wealth of private data about private residents, municipal employees and area businesses that they are obligated to protect. Social Security numbers, property and tax data, voting records, and law enforcement/public safety information are just some of the things that could be at risk. Experiencing a data breach erodes public trust, and municipalities cannot afford the financial impact of a data breach when their budgets are already stretched thin.
To make data security even more challenging, municipalities are popular targets for cybercriminals and data thieves. (In 2019, Barracuda researchers studied hundreds of ransomware attacks and found that two-thirds of them targeted government organizations.) Because thieves know they are a rich source of valuable data, municipalities must respond to attacks Each element of 's is maintained to the highest standards. Data security - including file shredding.
Municipalities, document shredding and laws
Private companies may have some leeway in dealing with sensitive document shredding, but government organizations must operate with compliance in mind. Certain state, local, and industry-specific laws govern how sensitive data is handled and destroyed. The specific legal requirements for data security for municipal organizations depend on their location and the exact type of data they have. (For example, any entity with records containing protected health information must comply with HIPAA privacy rules to protect PHI.)
As data security laws are constantly evolving, city leaders should consult their legal counsel on any specific compliance issues. In the event of an eventual audit or breach, you will need a written data destruction policy that addresses data destruction and has been reviewed, that is, any organization that uses a common-sense approach to document shredding and data destruction - such as using A reputable shredding service to destroy any sensitive files and shred hard drives, rather than tossing those materials in the trash - may already be in compliance with any relevant data security laws.
Document Shredding Best Practices for Municipalities
When city leaders consider strategies to protect their sensitive data, following these file shredding best practices is a great place to start.
Take advantage of regular and on-demand shredding services. Municipalities should schedule regular pickups through a document shredding service. Business never stops, so sensitive files (plus outdated hard drives and other breakable materials) will keep accumulating. Scheduling routine services saves time for administrators who manage suppliers. However, sometimes waiting for the next scheduled pickup means sacrificing storage space for boxes and boxes of outdated documents. Also, the longer sensitive documents are kept in the office, the greater the chance that someone will gain unauthorized access to them. Use the on-demand service to quickly manage any urgent file shredding needs that arise.
Coordinate file shredding across municipal sites. Ensure that document shredding procedures are followed consistently throughout the municipal organization. Each office and/or building should have its own responsible person to oversee document shredding and proper data destruction.
Record your smashing activities. It is important that municipalities maintain good records of all data destruction activities. If you have ever conducted a data security audit, or if a resident or entity has ever experienced a data breach and tried to prove that municipal records are the source, you will want to be able to demonstrate that all municipal data is managed and securely destroyed. First, make sure you can demonstrate "chain of custody" by using a NAID "AAA" certified document shredding service to transport documents, drives, and other shredded materials directly from your premises to their shredding facility. Then, arrange for a representative from your organization to witness the municipal material being shredded. Finally, get a certificate of destruction detailing what you have shredded and the procedures you followed.
Shred training manuals, access badges, and other employee-only materials. Anything that outsiders can use to access municipal premises or access private information about emergency procedures or municipal buildings poses a security risk. Always shred these items instead of recycling them.
Consider the document shredding needs of residents. When you're in the business of providing a public service, organizing a file shredding event is just an easy way to meet a common need. All individuals in the community should have a way to protect their sensitive data, not everyone has access to a shredder. Hosting a shredding event allows residents to drive and drop off their materials in safe shredding trucks.
Northeastern Data Destruction is dedicated to meeting the document shredding needs of various organizations, including municipalities. Our stringent security standards, certifications and long track record of success mean customers know they can trust us to handle their sensitive document shredding needs. Contact me today!