Legal documents hold sensitive information that could harm your clients and your business. Keep track of which documents you’ll need to save and which ones you’ll need to dispose of as you sign off on your legal documents. Follow these directions for the dos and don’ts of legal document shredding, from abiding by confidentiality laws to training your employees.
Do Know Retention Periods
Familiarize your team with retention requirements for legal documents in your jurisdiction. Regulations such as HIPAA, GDPR, or SOX often mandate a specific period when you can destroy certain records, such as contracts or tax files.
Keeping a retention schedule will guide your team on when they can shred specific documents. Document retention policies save time and prevent costly legal mistakes.
Don’t Shred Without Sorting
Indiscriminately s hredding everything can lead to problems for your business. Some documents may still be useful for record-keeping or compliance audits, while others might contain recyclable components or only require partial disposal. Sort your documents beforehand to prevent accidentally destroying something.
Do Use a Cross-Cut Shredder or Professional Shredding Service
Basic strip-cut shredders may not provide adequate security for sensitive legal documents. Cross-cut or micro-cut shredders offer greater protection by turning paper into tiny, unreadable pieces. Use NSA approved shredders to properly dispose of your legal documents if your office handles high volumes of sensitive material.
Don’t Ignore Digital Files
Any legal documents stored on hard drives, USBs, or company devices also require specific disposal methods. A hard drive destruction service or proper data-wiping tool will remove sensitive digital legal records so that they are irretrievable. You must also destroy any digital copies you have of your legal documents to comply with the dos and don’ts of legal document shredding.
Do Train Your Employees
Keep every team member up to date on document security protocols. Regular training sessions should cover what needs shredding, how to use shredders, and when to engage professional services. Proper training reduces the risk of mishandling or improperly disposing of sensitive documents.
Don’t Overlook Compliance With Laws
Your company may be at risk of becoming non-compliant with local laws if you let your legal documents pile up in your office. Non-compliance with laws such as GDPR or HIPAA can result in hefty fines. Regularly review industry-specific shredding laws so your company can properly align with these values.
Create an organized environment that takes care of your sensitive documents with ease. With a fully trained staff and a routine schedule, you can clean up those legal documents and abide by local laws. Start proactively taking care of business and shred your documents properly.
