Tag Archives: Onsite paper destruction

Ireland Businesses – Top Six threats to Data Privacy

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All Businesses in operation in Limerick, Cork, Dublin, Galway and across Ireland will be aware of Data Breaches and the risks associated with them. A data breach can come in the form of a paper breach when failing to implement confidential document destruction and a digital breach when failing to have appropriate security procedures in place. The knock on negativity that an Organisation faces affects client relationships in addition to damaging your Company image.

In many cases due to DATA PROTECTION LAW your Organisation may be legally responsible to your customers. In this article I will go through my top six threats to Data Privacy for Organisations.

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Top SixThreats;

  1. Lack of Data Protocols

In many data breach cases it is found that there was a failure of the Organisation to have even the most basic protocols in place to minimise the loss of customer and employee data. Examples have been; a failure to have confidential paper stored in a secure location when not in use and waste paper material being destroyed through an onsite document shredding facility.

  1. Restricted access to information

A regular mistake by Organisations today both Public and Private is to restrict access to confidential information for employees. A simple “need to know” procedure is a great step in achieving data security.

  1. Failing client expectations

Within many Organisations there seems to be a free for all information sharing tendency. However, in today’s competitive environment business clients and public clients to given Organisations expect to have their information maintained securely. Various staff members with varying staff functions are not required to know one another data details. A simple contract inclusion at employment stage would reduce and minimise this non-required cross function data sharing tendency.

  1. Extended information gathering & sharing

There is an increasing trend in information gathering through online forms and “opt out” functions. This information may be shared among Organisations with no accurate business case to justify such sharing.

  1. Increases in technology

This point covers a multitude of technologies but I will mention two different kinds;

  1. Confidential document shredding – reconstruction technologies
  2. Online digital data technologies that part individuals from their personal information for fraudulent use.
  1. Lack of awareness

There is a concerning level ignorance or lack of knowledge from a Data Controller perspective and general public perspective when dealing with sensitive data.

Data Controllers may lack a degree of awareness of their data protection obligations, such examples can be failing to complete a clear out shredding process at the end of each calendar year or failing to have a confidential document destruction process in place for daily generated materials.

For more information on data privacy Email us at info@securityinshredding.com 

The Data Protection Commissioner phone no: +353 57 868 4800

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Why is waste office paper not actual waste? (Onsite Paper Destruction)

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Historically and in some cases today people and Organisations have disposed of waste paper through waste recycling streams and have not hired in an Onsite shredding service nor an offsite shredding service for documents that are no longer required.

Within this blog entry I will be discussed Waste Vs Data (Liability).

Under Waste Management Legislation paper contains a European Waste Catalogue (EWC) Code, now this code means that the material needs to;

  1. Be recycled in line with The European Waste Hierarchy
  2. Be handled and processed through an Organisation that have a waste permit.

Having a waste permit does not mean that you are a waste company and in turn, having systems in place to recycle paper does not mean that you are a Data Processor that provides paper shredding services (I will cover this in more detail later).

Organisations such as Construction firms, Removal firms and Storage firms have waste permits in order to carry their materials but none of these firms are waste operators.    With this in mind, why would you release your confidential information that holds legislative fines of up to 20 Million Euro to a waste firm to recycle for you? Even if the waste firm offers “secure paper shredding services”, there is still no reason to justify releasing your data to them based on your legislative responsibility and obligations.

Off site document shredding

Data Processor Vs Materials Processor

A Data Processor is a person/Organisation who processes (E.g. Destroys) personal data on behalf of a Data Controller. A Data Controller is a person/Organisation who controls the contents and use of personal data (Any Organisation).

The key point to take away here is that Data Protection Laws only apply to Data Processors and Data Controllers. So, if a Data Controller (You) releases “waste” paper DATA to a waste firm to be recycled (Securely or not), under Data Protection Law you have released personal data to an Organisation who may not be a Data Processor and the waste firm may understand it as you (The Data Controller) has actually releases waste material (Paper material) for recycling. In the case of a data breach occurring here who do you feel will be at fault and who will receive the fines of up to 20 Million Euro, yes your correct, it will be you The Data Controller.

So when you are deciding upon what paper shred service to implement within your business, it is important to understand that you need a Data Processing Firm to destroy that data for you. If an Organisation is for example offering secure onsite paper shredding or secure offsite paper shredding they need to acknowledge that it is Data that they are processing for you.

For more information upon Data Protection and how to protect your business please contact one of our helpful team at;

info@securityinshredding.com

Top Tips; Why use a clean desk policy? (Onsite paper destruction)

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Why? (Clean Desk Policy & Document Shredding)

This is simple, if you do not have a clean desk policy and complete either onsite paper destruction or use an offsite paper shredding service you are increasing the amount of risk that your Organisation is subject to.

New Regulation (Encourage Onsite Paper Destruction)

With the introduction of The New General Data Protection Regulation this year, Organisations failing to appropriately manage their waste paper data and go on to experience a data breach can be subject to fines of up to 20 Million Euro in 2018.

With that said, the importance for Organisations to have appropriate procedures in place for waste document destruction has become a leading factor for senior management today. Examples of such systems would be an Offsite document shredding service, an offsite document destruction service, an onsite document destruction service or in-house paper shredding Ireland.

Security in Shredding Confidential Paper Shredding

A Clean Desk Policy helps protect your Organisation, your clients and your reputation amongst the general public. Within all Organisations there is data the is “Sensitive in Nature” and most business activities require confidentiality. With everyone in the office having contact with certain information it is essential for them to protect that data from unauthorized access. Your Clean Desk Policy will help reduce the risk of information leaking from your Organisation and increase the overall data security making sure all unneeded information enters your offsite paper shredding service Ireland.

In addition to overall security through ensuring all waste paper is destroyed through your offsite document shredding service, studies have shown that when employees are in a clean work environment their work efficiency increases. This productivity increase will translate to your customers increasing their peace of mind and in turn potnetially increasing your client numbers.

When a client is aware of your procedures they will increase their trust in your Organisation as they know that no data will be left unattended and all data no longer required will be securely destroyed through your off site paper shredding service Ireland.

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This is the third and final part of our three-part blog on constructing and implementing your clean desk policy. For more information upon Clean Desk Policies please contact one of our team at Security in Shredding, we are happy to be of help with this serious topic of Data Protection.

Contact info@securityinshredding.com

Creating a Clean Desk Policy (Document Shredding Service)

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Onsite shredding service, On site shredding service, Onsite paper destruction, On site paper destruction, shredding documents, document shredding servicesBefore we go into the specifics of your Document shredding services Ireland whether you are receiving an Onsite shredding service Ireland or allocating staff for shredding documents it is good to be familiar with a Clean Desk Policy and how to implement it successfully.

What is a Clean Desk Policy?

Well it is exactly what it says on your Data Protection Tin. It is an information security policy where all staff are to maintain a clean desk environment. We are all too used to a scenario of coming and going to the printer, taking notes from meetings, answering phone calls and responding to emails and before you know it your office desk has sensitive documents pilling up. We do not always place the importance of onsite destruction of that data into our busy days and we often tend to prioritise other activities.

Well with the introduction of New Data Protection Legislation increasing fines up to 20 MILLION EURO the priority for document shredding services to be in place has become No. 1, whether it is an onsite shredding service or an onsite paper destruction system implemented it simply has to be done and done correctly.

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 How to create the Clean Desk Policy (Onsite paper shredding)

It is recommended that all staff are made aware of the clean desk policy and the importance for maintaining their tidy environment and using your on site shredding service to get rid of unwanted and unneeded documents.

We at Security in Shredding constantly advice our clients to use our Triple “S” method for creating their clean desk policy successfully.

SCHEDULE your Day!!

First thing in the morning, all employees are to plan their day and/or make any needed amendments from planning made the previous day. Just keep things that are required on your desk and anything unneeded should be segregated and destroyed through your onsite shredding service. It will only take a few minutes but an accurate schedule is invaluable.

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Keep SAFE/SECURE!!

Never leave your desk with sensitive paper data left out. Most will have to leave their desks at some point during their day to fulfill their duties but whenever you do, file away anything no longer required for that day and securely destroy anything that is no longer needed at all. It is important to securely destroy the unneeded material through an onsite shredding service and receive your certifications of compliance.

SECURE SHRED!!

It is amazing how paper will pile up, just ask anyone who has completed end of year paper shredding clear outs. With this in mind, do not let paper that is no longer required to enter long term storage, whether that storage is in a filing cabinet, drawer of your desk of in a pile beside your PC, always make certain to destroy the paper with a document shredding service or an onsite paper shredding service.

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For more information upon our Clean Desk Policy and tips as to how to create one please contact one of our team, we are always here to help with your Data Protection concerns.

Contact www.info@securityinshredding.com

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