Tag Archives: Shredding Dublin

10 Threats Against Data Security For Small Business

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privacy-data-security

Bigger companies incorporate off site data destruction practices, small businesses often don’t have the financial resources to house large scale IT departments, purchase the latest and greatest technology or invest into data security.

Many a cash-strapped small business finds itself operating its critical systems on computers that are old, slow and often times insecure. This leaves them susceptible to a wide array of security pitfalls and privacy threats, including data leaks and identity theft.

Fortunately, beefing up your security doesn’t necessarily mean draining your bank account. There are many inexpensive options to improve the security of your small business and protect your information.

Geoffrey Arone, serial entrepreneur and co-founder of SafetyWeb, gave his take on 10 very real threats facing small businesses and how they can be addressed in ways that are free or inexpensive.

1. Data Breach Resulting From Poor Networking Choices
Enterprise-level networking choices that are found in large IT departments around the world carry costs that price small or medium businesses out of the market. SMBs that have networks often use networking devices targeted at home users. Some may forgo the use of routers at all, plugging directly into the internet.

Business owners can block most threats by using a quality router, like a NETGEAR or Buffalo brand router, and making sure to change the router password from the default to something more secure.

2. Data Breach Resulting From Improper Shredding Practices
Trivial as it may seem, dumpster diving identity thieves target businesses that throw out paperwork without shredding it. Your small office shredders will NOT suffice for a secure document destruction, but a industrial paper shredding company is a wise investment if private or sensitive information is printed and shredded daily.

3. Identity Theft Resulting From Public Databases
Individuals, especially business owners, often publish lots of information about themselves in public databases. Businesses are registered with governments, telephone numbers are in the phone book, and many individuals have social media profiles with their address and date of birth. Many identity thieves can use information obtained across various public forums to construct a complete identity.

4. Identity Theft Resulting From Using A Personal Name Instead Of Filing An OA
Sole-proprietors that have not registered a business name to receive “operating as” designation are at a far higher risk of identity theft due to their personal name, rather than their business name, being published publicly.

5. Tax Records Theft Around Tax Time
Businesses should ensure that tax returns are dropped off at the post office and refunds are collected promptly from the mailbox. Identity thieves often steal tax returns from an outbox or mailbox.

6. Bank Fraud Due To Gap In Protection Or Monitoring
Business owners know that it is vital to balance their accounts every month to ensure that checks are not being written out of business funds by embezzlers, but many businesses rarely, if ever, check what kind of credit accounts have been opened under the business name. Monitoring services like myID.com can alert business owners when new credit accounts are opened fraudulently.

7. Poor E-mailing Standards
Many businesses treat e-mails as confidential communications, but this is far from the case. They are available to a number of people other than the recipient. It’s more appropriate to treat e-mails as postcards, rather than sealed letters.

8. Failing To Choose A Secure Password
In fact, many security experts are recommending the use of a pass phrase, rather than a pass word. Pass phrases are several words long, at least three, and are far more secure than passwords. A pass phrase like “Friday blue jeans” can be typed far quicker than a complicated password, and it doesn’t need to be written down on a post-it. The length of a password increases security.

9. Not Securing New Computers Or Hard Drives
Businesses that had their IT system professionally installed may opt to upgrade a computer or two by themselves. This is strongly discouraged on a business network, as new computers must be professionally secured or else they pose a serious threat and an entry point for hackers.

10. Social Engineering
Social engineers are individuals that call and claim they are from another organization. They may even claim to be with a firm that a business owner does business with. If someone you do not know calls on the phone, be sure that it is the person you think it is before revealing passwords or confidential information.

For more information on a paper shredding or confidential document shredding service in the Cork, Limerick, Galway and Dublin area, please visit: https://www.securityinshredding.com/

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How to incorporate Recycling into Data Management Security

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Improve Office Environment Usage

Many organisations are unfamiliar with how to incorporate methods of recycling in the workplace whilst maintaining Data Security. Shredding companies in Ireland can provide you with a recycling service for your business.

Security in Shredding recommend to have the following;

  • All open and unsecured paper recycling bins in the workplace replaced with Security in Shredding’s lockable office friendly consoles. The benefit of using these consoles is that you know your confidential documents are safe from prying hands and eyes. Your documents cannot be retrieved as the consoles have bevelled slots.
  • Each and every desk should have a specific paper waste bin that is used only for office paper waste. At the end of each employee’s working day, the employee takes the waste paper bin to the lockable console and empties the contents into the console. If an Organisation implements and enforces this process, it will greatly reduce the risk of a possible data breach. As many data breached are as a result of human error, the employer is not relying on the employees to distinguish the confidential paper from the non-confidential paper. This Policy is call a Shred-All Policy.
  • A service provider that employees security-vetted staff to conduct service deliveries. The client has assurance that the personnel whom handle the confidential documents have received extensive security awareness training and have a great understanding of Data Protection Legislation.
  • A service provider whom provides its onsite and offsite shredding services via shredding technologies that are certified to Shred No. 6 of the EN 15713 shredding standard. The benefit of having a Data Destruction Service Provider whom is certified to this shredding standard is that you have total peace of mind and you know that the shredding service is off its highest level.
  • The vast majority of organisations are Data Controllers. Therefore these Data Controllers should most certainly use a Data Processor to processes its confidential data when I reaches its end of life. A Data Processor should issue its client a Data Processing Certificate detailing the quantity of material destroyed, the material type, date of destruction, name and location of the client and the shred number and shredding standard the material was shredded to. The certificate is proof of destruction and allows the client to keep track of data destruction for compliance and other data management purposes.
  • Security in Shredding transport all destroyed paper material to licensed and permitted recycling facilities. The paper material is sent to paper mills. Printing ink is removed and the material is turned into pulp and it is then used to manufacture new paper products. An interesting fact; one tonne of recycled paper saves 17 mature trees and reduces carbon emissions.

By implementing these changes you are contributing to making your organisation greener and whilst increasing the level of data security. For more information on a paper / document shredding service please visit our site for more information.

www.securityinshredding.com 

Responding To Data Breaches

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Secure Paper Shredding Hard Drive Shredding WEEE Destruction

Paper Data;

Without a confidential document shredding service in place for shredding documents and media devices. Your company or business may become under scrutiny for not having these defensive measures in place to begin with.

It is common practice for a business to securely deal with paper documents in its handling, who can access it and how it is destroyed. Most businesses and organisations will incorporate a reputable paper shredding service and these processes are all above board.

Digital Data;

This trend is still widely used but not with the increase in use of mobile devices globally. Digital Data has become the preferred use of displaying data. How this information is used and the potential of this information being misused. Issues regarding digital use to be an “IT issue” but this is now no longer the case. Data Breaches and leaks have become more and more common due to lack of cyber protections in place. Lack of knowledge for one about cyber security is one factor that causes these issues.

Data Protection

A Data Protection strategy for digital and paper documents must be implemented throughout a business. There are governing bodies in place and bodies localised to your business and is worth knowing what procedures are in place for data protection. In Ireland the Data Protection Commissioner is a governing body directive from the EU.

“The office of the Data Protection Commissioner is established under the 1988 Data Protection Act.  The Data Protection Amendment Act, 2003, updated the legislation, implementing the provisions of EU Directive 95/46. The Acts set out the general principle that individuals should be in a position to control how data relating to them is used.”

The DPC provides guidelines for data protection and methods. If these measures are in place before a data breach occurs, it can save face for a business reputation and wont be scrutinised for not having these measurements in place to begin with.

The DPC site offers guidelines regarding Data Security both physically and digitally and the guidelines can be viewed here.

https://www.dataprotection.ie/docs/Guidance-Material-Menu-Page/m/219.htm

An Industrial Paper Shredding Service will provide you with credible Data Protection service please visit our site for more information:

Email us at info@securityinshredding.com

The Future Of Data Security

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Secure Paper Shredding Hard Drive Shredding WEEE Destruction

Document shredding service are a vital part of Data Protection. Shredding services in Ireland when a clear out shredding is needed. Offsite shredding services can be incorporated into everyday business to comply with Data Protection laws and improving Data Security.

Siliconrepublic an Irish based article site recently posted an interesting article regarding the future of Data security. Data Security is now more than ever vital for businesses to succeed. Technology has continuously improved and grown over the past number of years. The devices used has greatly helped smaller businesses compete with larger companies. With all this growth in technology aspects of the technology have being lost or information about it has become confusing and conflicting.

Data Security with technology will always be a continuous process. Between encryption, mobile devices and cyber warfare means that there will be no end to this process. Security experts can only protect against known breaches. Hackers have a small window of opportunity to work with.

Data Security Small Business

What does this mean for your business. For one, hiring a confidential shredding service that is also reputable and recognised by governing bodies. A shredding service must comply with Data Protection laws. A shredding service implemented within your business will ensure that you are protecting your data and improving data security.

Data Security is more than just electronic devices and digital data. Paper also contains data. Sensitive data in particular must be accessed and handled correctly. Who has access to this data and how this data is destroyed when no longer in use. A shredding service will handle these documents and devices and destroy them in a confidential and secure manor. ISO 9001:2008 is a good mark to look out for before hiring a shredding service for your business.

This type of data is what hackers and criminals try to achieve and will prey on human error to obtain this data. Dumpster diving will occur and if your documents are not shredded or only used a simple office shredder will not securely destroy data. Digital data can be accessed easily if the data is not encrypted or has not being wiped correctly. USB keys should be kept securely in your possession if they contain data. When shredding ask for the DIN level of shredding required to ensure secure data destruction.

Awareness to these methods is paramount to the success of your business and Data Security. If a data breach occurs then your business can be liable and receive a hefy penalty.

Read the full article here:

https://www.siliconrepublic.com/enterprise/2016/03/24/cybersecurity-future-of-security-hackers

Details for a confdential shredding service please visit:

https://www.securityinshredding.com/

Paper Vs Digital Data

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Paper Data vs Digital Data

Paper Data & Digital Data are both equally as important to protect from data breaches. A Paper Shredding Service should provide a Din 66399 Standard when shredding documents. This ensures that documents are destroyed beyond repair. While this deals with paper data and documents. Your digital data is just as vital to protect. 

We now live in a digital age. With the increase in usage of electronic devices and data is accessed and viewed digitally. This has caused a decrease in print media. Forbes magazine released a interesting article about the benefits of print media.

Over the past decade media has switched to digital based as people now access information through digital media. While there wont be a switch back to print media recent neuroscience research has shed new light on this form of media.

“Direct mail requires 21% less cognitive effort to process than digital media (5.15 vs. 6.37), suggesting that it is both easier to understand and more memorable. Post-exposure memory tests validated what the cognitive load test revealed about direct mail’s memory encoding capabilities. When asked to cite the brand (company name) of an advertisement they had just seen, recall was 70% higher among participants who were exposed to a direct mail piece (75%) than a digital ad (44%).

load-recall

The study continues and explains how paper causes an emotional response to the brain:

  • Physical material is more “real” to the brain. It has a meaning, and a place. It is better connected to memory because it engages with its spatial memory networks.
  • Physical material involves more emotional processing, which is important for memory and brand associations.
  • Physical materials produced more brain responses connected with internal feelings, suggesting greater “internalization” of the ads.

Your recall is better from paper media. So don’t throw out the printer just yet. Accessibility of data may be easier digitally but data will be read and learned better from paper. Whatever method you choose it is important to know that the data needs to be protected.

Data protection laws are in place for businesses that contain sensitive data. With paper a confidential shredding service should be implemented for your business to dispose of sensitive data in a secure manor.

For information on a confidential shredding service please visit:

https://www.securityinshredding.com/

Read the Forbes full article here:

https://www.forbes.com/sites/rogerdooley/2015/09/16/paper-vs-digital/#5d5ee8301aa2

 

The Importance Of Uniforms In An Office

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Security in Shredding Logo. 2014.

Onsite paper destruction and off site paper destruction in Ireland and in general should incorporate a uniform for a number of reasons.

Uniforms for Corporate Branding

Having a distinctive uniforms in the colours associated with the company can assist in the establishment of an impression in the mind of the consumer. Security in Shredding’s uniforms identifies its employee’s as individuals who are associated with it and its service’s, and it helps to brand the company by distinguishing it from the competition. Consistency in employee’s appearance can create a positive impression on the customer and contribute to the projection of the Security in Shredding’s corporate image.

Uniforms for Portraying Competence

Uniforms can enable customers to identify employees eliminating the possibility of a customer mistakenly asking a member of the public for help. Employees wearing a uniform encourage confidence in the client by portraying  the individual is a professional with service knowledge and a eagerness to help. A uniform puts the force of the corporate reputation behind the individual, making him look reliable and trustworthy as a company representative.

Uniforms to Promote Security

Just as a Gardaí or Army uniform identifies an officer, Security in Shredding’s uniform identifies its employee’s who are out onsite conducting a service call or delivery to a client’s premises.

Uniforms to Eliminate Dress Codes

Having a compulsory requirement for Security in Shredding’s employees to wear its uniform eliminates the need for creating and enforcing a dress code. Enforcing a dress code can lead to hard feelings on the part of employees who are told that their attire is not appropriate for the workplace.

Overall it is important to Security in Shredding that its employees are always dressed in uniform for their job roles and are neat and tidy at all times.

At Security In Shredding we apply these methods to our staff on with all onsite calls for both yours and our benefit.

For more information about Security In Shredding please visit:

https://www.securityinshredding.com/

Choosing A Shredding Service Dublin Area

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Importance of Paper Shredding for Dublin

Secure document shredding services are available throughout Dublin and greater Dublin area. Onsite paper shredding services in Dublin are available to benefit you and ensure your documents are securely dealt with.

Data protection and Data destruction methods are now mandatory for all businesses. The Data Protection Act requires you to have these methods in place or you could be liable for any data breaches if they occur. Sensitive or personal data that is not secured is often the cause of identity theft. It can easily be done if documents are not securely destroyed.

Before choosing a shredding service, it is worth researching the shredding service before using them.

What to look for when choosing a shredding service:

A Compliant Secure Shredding Service

Ensuring that the shredding service is both professional and secure in its business document destruction. The Din 66399 and EN 15713 standard should be sought when choosing your shredding service. This is a European standard and shredding companies must comply by these standards.

What to Shred

If your business uses and or posses a person’s information, then a shredding service is required and should be implemented by all organisations.

The link details the kind of information that needs to be shredded.

What To Shred

On Site Document Destruction Service.

A reputable shredding service will be able to call out to your premises regardless of location. The on site call out can save you and your organisation on time and effort and the document destruction can also be supervised by a member of staff to ensure documents are being destroyed in a professional manner.

Shredding Volumes

It is also worth researching the volumes of paper a shredding company can handle for your business. Your business or organisation may have a large quantity of documents with your own and other sensitive information that you don’t want accessible to people outside of the company.

References

Enquiring with other companies that use a shredding service in their business is worth looking into. It is important to know how the shredding service works and if it will apply to your own organisation. if the shredding company has satisfied customers is worth researching before committing to the service.

For more information on secure document and bulk paper shredding please visit:

https://www.securityinshredding.com/

Dublin Paper Shredding – What to Keep and What to Shred

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confidential shredding, Confidential Shredding Dublin

A secure document shredding services are available in the Dublin area. On site paper destruction is available to meet to your shredding needs.

Irish Businesses are required to comply with many levels of legal procedures in order to operate. From protecting personal data such as confidential client and employee details right through to safeguarding sensitive company information in addition to abiding by individual sector regulations. Failure to comply at any level can incur severe criminal and damage a companies reputation.

It may be the end of the annual year or the end of an accounting Year but all Organisation need to go through their archives, office files and offsite storage files to decide upon what is legally required to be kept and what can be passed to go through their paper shredding Dublin service.

The best and most appropriate method for any Organisation to differentiate their material from that that can be shredded vs that that should not be shredded is to separate the material into its respective generation timelines.

When we mention respective generation timelines for sensitive paper we are talking about material that is generated in the following;

  • Daily generation
  • Monthly
  • Yearly
  • After seven years

Daily generation;

Most Organisations will have some form of paper that is generated on a daily basis. This is one of the highest risk sources of a data breach occurring within an Organisation as staff throughout your Organisation may leave waste paper into general recycling or any other place where fraudulent people may get access to it.

The daily generated material is not required for Organisations to satisfy tax requirements and it is normally not relevant for audit purposes and it is for this reason that daily generated paper should enter your Dublin paper shredding service immediately. Examples of this material would be memos, internal emails and CV’s.

Monthly generation;

On a monthly basis it is advisable for Organisations to reconcile all transactions and clear out any paper that may be building up within temporary storage solutions. One it has been confirmed that all of the documentation is no longer required for tax purposes it is advised that Companies should shred the material through a Dublin document shredding service. Examples of these documents would be Route plans, meeting agendas, performance targets, credit card details and bank transaction documents.

Yearly/Annual generation;

This is the material that is required to be kept for a minimum of one year. Materials such as unsuccessful CV candidates (unless there may be legal action). It is important to at all times be vigilant of what Revenue requires to be kept for tax purposes in addition to what your own business may need in terms of long term expenses and business activities.

Discard after seven years;

In Ireland Companies have a legal requirement to retain certain documents for up to seven years. Once these sensitive documents have reached their seven-year period a Company can choose to have the material destroyed. It is advisable that this task should be an annual task as you will be capable of maximising your accuracy in the destruction process, maximise your success within an audit situation, maximise your storage space, minimise your storage costs and eliminates the detrimental build-up of old documents.

Examples of these documents would be; Invoices, Accounting records, company transactions, tax payments, VAT records.

For further information, relating to document retentions please visit; https://www.revenue.ie/en/business/running/keeping-records-revenue-audit.html and/or visit www.securityinshredding.com/ and our compliance team will help you with your query.

Alternatively Email us at: info@securityinshredding.com