Author Archives: Security in Shredding

About Security in Shredding

Specialising in secure confidential document shredding services with a reputation for exceptional security, customer service. Delivering value for money and the utilisation of leading technology compliant to the highest security standards within the industry.

Reducing the Risk of Human Error

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Author: Videoplasty.com Corporate Woman Being Stressed at Work.svg from Wikimedia Commons License: Creative Commons Attribution-ShareAlike 4.0

Human error is a huge threat to any industry. It exists in all walks of life from the medical to the legal and service professions. Avoiding this one hundred percent of the time is unavoidable because at the end of the day we are all human, but there are strategies that we can put in place to limit it at all costs including the vital step of confidential shredding.

1.      Have centralised control

Don’t allow everyone and anyone easy access to your documents within the company. Have a specific information security officer who will be responsible for giving access to employees who request it.

2.      Train your Employees

Staff Training

There should be a standardised practice in place in which your employees are fully trained in. It is important that they understand the necessity for the secure disposal of documentation. Your policy should specifically address what needs to be disposed of and when it needs to be disposed.

3.      Locking Documents away

Anything that is to be kept needs to be kept in a secure filing cabinet or drawer. If the Employee has work to do the following day, documents need to be locked up and secured sufficiently. A general rule for your employees should be to never leave documents in plain sight.

4.      Email Correspondence

Sending Email

Accidentally emailing confidential information to recipients in error is such an easy mistake to make. It is important that your employees are fully alert and double check everything before they send. Always encourage your employees to recheck their recipients and ask themselves before they send ‘is this going to the right person/people?’ This should be included in their training and emphasised.  

Taking all these steps and shredding any data devices or documentation that is no longer required will ensure that human error is minimised as much as possible.

6 Habits that put your Data in Jeopardy

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1.      Leaving documents on your desk

You may be leaving these out so that you remember to work on them in the morning however this is not recommended. It can leave you vulnerable to theft and at risk of information being misused. The best thing to do is to have a secure locker or drawer to put any documents you are currently using. When they are no longer needed don’t forget to use your secure shredding services.

2.      Using passwords that are too easy to guess.

Change Password

It can be difficult to remember all these passwords however using the same password for everything or using very basic passwords can be detrimental to the security of you and your business. Try to use a password which consists of at least 9 characters and combines upper case, lower case, numbers and symbols. Avoid writing passwords down anywhere as these can easily be misplaced and fall into the wrong hands. I use a password manager because I just can’t remember them all off the top of my head.

3.      Throwing out old mobile devices or laptops.

Even if you format your device the information can still be recoverable. These must not be disposed of incorrectly. You may need to use a hard drive destruction service or a digital data destruction service. 

4.      Delaying updates

Delaying Updates

I find I am always asked to do updates at the wrong time. It is always when I’m busy or engaged in something on my computer or phone that I am asked to do them. Regularly I am guilty of postponing these updates for any length of time. This is risky in both a personal and professional setting. When your device needs an update it is most often an update that deals with any security issues or threats. It is important to keep things up to date so you are protected to the utmost degree on your digital devices.

5.      Opening Email attachments from unrecognised sources

Sometimes these look like emails from legitimate sources and they may be attempting to trick you with a phishing scam. Recently I received one to my personal email about my Netflix payment not going through and could I please resubmit my payment information. My Netflix was due at that time and had I not been aware of what to watch out for I may have fallen victim to it. Usually the email address will give them away and won’t have the expected domain name of the business. They will often have spelling mistakes somewhere in the email or in the link if you happen to click on it before realising what it is. Only open attachments you are expecting and from sources you recognise.

6.      Throwing documents into the recycling bin or rubbish bin

Rubbish documents

If you do not dispose of your paper documents correctly, you are creating a massive breach in the security of your company. Recycling waste and rubbish are easily accessible to anyone. Information can be pieced together that can be dangerous for your business. It is also against the General Data Protection Regulation (GDPR) to dispose of this data incorrectly. 

4 Steps to Avoid Mistakes in Physical Data Management

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Recently we have been discussing in detail the risks associated with digital devices and cyber security however physical documentation needs to be secure too and there are some measures you can put in place to ensure this is paramount.

Files

1.      Index your files

The majority of the files that your business will gather over time may never even be used or accessed after a certain length of time. Having an indexing system in place will allow you to keep track of each and every document, when they are received and what purpose they serve for the company. It will be convenient for finding and accessing documents efficiently.

2.      Retention & Disposal Schedules

Included with your indexing system you can schedule each documents lifespan. The recommended maximum time to keep most documentation is seven years however this will depend on the individual document. Therefore, when you index each file add an end date. It will allow you to quickly find anything you need. It will also assist you in removing the clutter of documents you no longer need and keep you compliant with the ‘EU General Data Protection Regulation’ (GDPR)

3.      Storage

Use document storage boxes which are secure and locked. Taking all of these precautions and then having a filing cabinet which is open and accessible to anyone and everyone will just undermine any security measures you have put in place.

4.      Shredding

Last but not least is your method of destruction once your documents have reached their use by date. You will need to decide what kind of service best suits you; onsite shredding or offsite shredding. Having your secure paper shredding service scheduled regularly can be convenient. Just contact us and we can discuss what option would suit you best.

Shredded Paper

Getting Ready for 2020

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2020 is fast approaching. Rather than leaving things to the last minute, now is the time to begin your end of year clear-out. What needs to be shredded and what needs to be kept in storage? As a general rule, older archives past the 7-year date mark should be destroyed. This whole process can be overwhelming and time consuming however in order to keep the procedure as time efficient and simple as possible there are a few questions you should ask yourself.

Office Documents in Boxes
  • What is the type of data?
  • Why do you have it? Do you really need it? Is it easy to get that information again if you need it down the line?
  • Where is it kept? Is it kept in filing cabinets? Or is it digitally saved?
  • When was it acquired? Has it been over 7 years ago? Is it time to remove it from your records?
  • Who has access to it?
Organised documents

Answering these questions should provide you with the necessary solutions you need in order to keep compliant with the GDPR. When asking yourself these questions it is important to consider all forms of data; confidential paper, hard-drives and media devices, or branded products such as business cards or uniforms etc. Once all this is organised it is time to contact your trusted shredding company who can provide you with options for the certified destruction of your data.

The sooner you begin; the sooner you are ready for the new year.

Cyber Security – What can you do?

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As important as ensuring your physical data is kept secure through a paper shredding service, digital data security needs to be managed. Everything in today’s world is online from business to leisure. Most of our days are spent connected to some network or another, in front of one screen or another. Data is our most valuable resource. For a business data is customer information which needs to be protected. Why would anyone choose to frequent a business or establishment that has zero ability to keep their information safe and secure? There are a number of things that can be done in order to ensure that this is achieved. Some may seem obvious and simple but may be the difference between success and failure.

1.      Firewall & Virus Protection

Always have a strong firewall and virus protection on your computers and devices that connect to the internet. A hacker is a person who uses computing devices to gain unauthorised access to data. If a hacker breaks through any defences you have, they not only will have access to what you do or say online but also to every file on your PC and every keystroke you make.

2.      Strong Passwords

Passwords should not be obvious and the best passwords are random letters and symbols. They shouldn’t be written down anywhere. It is also recommended to use a different password for every account or device you use. However, remembering all these random letters and symbols can be impossible for most people, password managers are useful in this situation. They pose their own risks too however.

3.      Avoid Public Wi-Fi

If at all possible do not use public Wi-Fi. It is not secure enough. When out and about its best to have Wi-Fi switched off on your phone, some phones scan for Wi-Fi networks even when it seems to be switched off so make sure your settings are all correct. However, bringing your laptop to Starbucks and conducting business can be comfortable and convenient on the go. If you really must use public Wi-Fi try to find a good VPN. A VPN will allow you to send and receive data across shared or public networks as if you are directly connected to your private network.

4.      Share less on Social Media

Sharing personal information on social media is a sometimes overlooked method of staying secure. While you may not post things such as your home address or personal email address, depending on your settings you may be revealing all of this information without even realising. Check your settings on whatever platform you use and make sure all your privacy settings are up to the standard you require.

5.      Hard-Drive and Media Destruction

Even when you have deleted a file or an app on your phone or PC that information still exists. Hard drives are recoverable even when they have been completely wiped. When you are destroying data devices formatting them just won’t cut it. Old and unused data devices should be destroyed through a hard-drive shredding service. Security in Shredding provide a nationwide Hard-Drive shredding service. This will cover the destruction of most media devices; phones, hard-drives, USB sticks, CD’s, floppy discs etc. Just throwing these out as they are will make you vulnerable.

Why I need to Shred – Shredding Company or In-House?

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Why do I need to Shred Data?

On the 25th May 2018 a new law came into play, The General Data Protection Regulation (GDPR) affecting businesses of all shapes and sizes.

All business, Irish Business or International generate and process data through their operations. This data has to be created, managed and destroyed (i.e. Through a Paper Shredding Service, In-house Shredding and/or Hard-Drive Shredding Service).

The GDPR splits data mainly into two categories;

Personal Data (i.e. information which can directly connect to or identify a living person such as; name, phone number, medical history etc.)

Special Category Personal Data (i.e. personal data in relation to; ethnicity, political/philosophical opinions/beliefs, religion, mental health, criminal records etc.)

Each of the above categories have specific requirements when processing such information. This means it is important to know what category you are processing.

Enforcement Authority

Each EU state has an independent public authority accountable for enforcing the implementation of this regulation. This is the Data Protection Commission in Ireland.

The GDPR harmonized the rules to how data is to be managed in order to protect individuals. The management includes, the gathering/creation of the data through to the final destruction/disposal of the data through a paper shredding service or IT Asset Disposal Service.

Paper Shredding, Data Management, GDPR, Onsite Shredding Service, Shredding Service

There are serious implications that can occur if a business does not follow the GDPR requirements. It may be a warning or  a large penalty of at least 4% of your annual global turnover or €20 million – whichever is higher. Compliance is essential.

Shredding Service Industry Associations

There are many associations across the world for Shredding Companies to become a member. This provides peace of mind for individuals as the Association can apply guidelines for their members to be compliant with International Legislation.

Length of Time Storing Data Prior to Secure Shredding / Data Erasure

Information must be kept for as little time as possible. It is important to take into account why your company needs to store this data; is there a legal obligation? A system should be put in place with time limits/reviews and updates to out of date information/data.

To summarise, you need to shred/destroy out of date records/files/documents because it is the law. In order to be fully compliant it is invaluable to use a quality certified destruction service that will not only ensure all data is eradicated but will also provide compliance certification for your records. This will be invaluable when proving that your company/business is fulfilling their obligation to the GDPR.

The law is reason enough to shred on its own but how do businesses know what service best suits them? In our upcoming blog posts I will be discussing different types of shredding, what makes the shredding company you choose legally compliant and if onsite or offsite shredding would work best for you?

For Further info – please contact the team at Security in Shredding info@securityinshredding.com

Benefits of Hard Drive Destruction  

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Small and large businesses, medical offices, government agencies, and many other organisations have one thing in common, they all use computers on an everyday basis sharing, creating, storing, and emailing sensitive information. As technology expands, electronic data keeping is drastically increasing. There is so much information being passed around online and saved on hard drives, you need to be confident that your data is safe and there is no chance for exposure. If you have been in business for a long time, the key to success is keeping up with the technology. If equipment comes into damage then you may need to replace it, therefore you are going to have hard drives lying around which is never a good thing. Secure hard drive disposal should be your priority. While it may seem more cost-effective to get rid of the hard drive yourself by throwing it away, you can then at risk of confidential data been retrieved and used, therefore it is crucial it is destructed of the right way. Throwing it does not provide protection to your employees, your clients, and your company. The most secure method of hard drive destruction is hiring a professional company who specialises in the right destruction of electronic data storage media.
Read on to find out the many benefits of Hard Drive Destruction:

Peace of Mind 

The appropriate destruction of your sensitive information can give you peace of mind that it is disposed of the right way. You will not have to worry about been high risk for costly data breaches. For the ultimate peace of mind Hire the best, reliable, trusted, and quality company to destroy your hard drives efficiently. There is no way a breach can occur so protect your business at all times.

Follows the compliance legislation

It is imperative that you dispose of sensitive data the right way due to the privacy legislation like FACTA and HIPAA. Hard drive destruction is under these legislations. By following these legislations your company will remain in compliance with privacy laws.

It frees up office space 

Keeping and storing old hard drives in your office can take up a lot of valuable space. Free up office space quickly and save a lot of time by hiring a professional hard drive destruction company to do the job for you quickly and safely.

All data is fully removed 

Data is easily retrievable from erased hard drives, somewhat damaged hard drives, and even thrown away ones. Physical destruction of a hard drive is the only way to securely destroy and make data never to be recovered. It is highly vital that this procedure is completed correctly by a professional company.

Why choose Security in Shredding for your Hard Drive Destruction? 

  • We can dispose and destroy your old hard drive in a professional and compliant manner.
  • Our hard drive destruction methods will ensure complete peace of mind that your data and privacy information is completely destroyed and not retrievable.
  • We record all items that are destructed and all clients will receive a detailed report for full traceability of their hard drive.
  • We can take the pressure off your shoulders and do the job hassle free for you.
  •  Our destruction services are carried out by trained and fully qualified specialists that you can rely on.
  • Our professionalism and expertise are second to none.
  • All our services are in compliance with the hazardous and the WEEE directive waste regulations.
  • Security and safety of your belongings is our number one priority.

Electronic Waste Recycling Information

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Electronic Waste Recycling is also known as E-Waste and it is growing in popularity. Many people are looking for ways to recycle their electronics and unwanted equipment in a responsible way. A lot of consumer items today all contain an electrical part such as Mobile phones, computers, televisions, and much more. WEEE is electronic and electrical equipment that is unwanted or broken. WEEE is one of the fastest growing waste streams in the world. Any appliance that is not recycled properly can cause damage to the environment. Nearly all electronic waste can be recycled of but some still find their way to the landfills.

In this blog, I am discussing why Electronic Waste Recycling is important

What is Electronic Waste Recycling

E-Waste is any electrical item that can be recycled or refurbished. Some of which include Televisions, Mobile Phones, Hairdryers, Washing Machines, etc. A lot of e-waste contains toxic substances and are harmful to the environment but some also contain materials that could be useful. Learn more about the benefits of electronic waste recycling.

Why is Electronic Waste Recycling so important? 

Rich source of Raw Materials 

Internationally, only 10-15% of the gold that is found in materials is recovered while the rest is lost and thrown away. The metal deposits contained in electronic waste is known to be 40-50 times richer than the metal that is mined from the earth.

Electronic waste contains Toxic Materials 

Electronic devices contain toxic materials such as cadmium, mercury, lead, and chromium. If these substances are released into the environment they can become harmful. It is important that they are recycled the right way. A lot of the waste also contains toxic chemical flame retardants and some heavy metals.

It saves Landfill Space

If you dispose of your e-waste at a landfill site, millions of materials are wasted that could be recovered and reused. Space at landfills is becoming scarce and it is not appropriate to dispose of e-waste. It should be recycled the right way. E-waste can be seriously harmful to the environment if put into landfills.

It can help create jobs and employment 

Proper E-waste management can generate employment and job creation. There is a demand for workers to carry out this type of work. Recycling management companies dealing with recycling and e-waste will seek workers for this type of job, in turn, generating employment.

It is Energy Efficient 

E-waste recycling contributes to energy efficiency. The energy cost of e recycling is lower than the actual cost of the processing of new materials from mining and soil. E.G. The recycling of aluminum compared to the fresh aluminum from raw materials takes up to 95% less energy. The recycling of glass can save up to 40%, steel saves up to 60%, and plastics up to 70% energy. It can also contribute to the reduced air pollution, dependence on oil, and greenhouse gas emissions.

Disposing of E-Waste properly by recycling will not only reduce the harmful effects to the environment but it is the eco-friendly way.

 Recycle IT Information

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Recycle IT is a secure and simple process that takes away the problems that you may face with old IT equipment. When it comes to the disposal and recycling of IT is has never been easier to do so. All IT equipment and electrical products include Desktops computers, Laptops, Hard Drives, mobile phones, scanners, fax machines, shredders, and so much more. All these items can be recycled no matter what make or how old they are. It is important that all IT equipment doesn’t end up in the landfill. By recycling properly, it prevents your information from falling into the wrong hands and will ensure that you are operating the right way in the eyes of the law. A lot of IT devices such as monitors, mobile phones, computers, etc contain materials and these can be harmful to the environment if not recycled properly. If you dispose of hard drives or computers incorrectly it will leave an organisation open to data breaches. It is important to use a reputable recycling firm that are specialists in IT recycling.

Why choose Security in Shredding for their Recycle IT Services? 

• Excellent Service 

They can ensure that all our client’s requirements are met by providing an efficient and professional service every time.

• They Provide WEEE Recycling Services 

Any WEEE materials are recycled through WEELABEX approved vendors in line with legislation. Through these approved vendors all remaining IT equipment is broken down to their base and sent for recycling.

• Their staff are experts 

All their staff are friendly, trained, and security screening with a 10-year history. They can offer you any advice and answer any questions that you may have for them.

• They save you money and Time 

They provide IT Recycling services across the nation. They will always do their best to offer the best deals where possible. Recycling with a professional company will save you a lot of time and hassle.

• They offer a Hassle-Free Service 

You can contact the company without any hassle and arrange a collection appointment for your Recycling to be disposed of. They will ensure a hassle-free service every time.

• You are guaranteed peace of mind 

Security in Shredding offers innovative and modern solutions in IT Recycling to the public and private sector organisations. The company provides reliable, flexible, and value for money to all customers in an ethical and sustainable manner. With Security in Shredding you never have to worry about your old IT Equipment as it is in the safest hands. Their main goal is in the best interests of the customers so that they know they will always benefit from their knowledge and experience.

• We Recycle our waste  

They have a motto where there is limited use of landfill sites. They continuously strive for 100% of any IT equipment to be recycled properly and the right way. It is so important to them that all customers data and information is destroyed the right way to ensure any data isn’t known to anybody else. Security in Shredding is the number one company in Ireland for Recycle IT. 

The Benefits of Electronic Waste Recycling

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The disposal of Electronic Waste has become a serious problem for our health issues and the environment. This is due to more and more electronic items been thrown out after usage into the dustbin and not been recycled properly. This can lead to toxins pollution, as the electronic items break down and release heavy metals, flame retardants, and other chemicals into the soil and water. Electronic waste recycling is a practical solution to abolish the damaging effects of electronic disposal.A lot of electronics are made up of various materials such as metals, which are recyclable. Just by dismantling all your old electronic items such as phones, computers, televisions, etc, and recycle the various materials in them this will promote the conservation of undamaged natural resources.
In general, E-waste faces incineration or finds a place in landfills and both these increase serious health problems and environmental issues. Just by reusing and recycling the components of an electronic item it is a practical resolution to help solve the problems with E-waste. A study has shown recycling electronic waste can produce 10-15% of gold from circuit boards, peripherals, and old computers. The metals that are retrieved in e-waste are 40-50% more valuable than the metals mined. The best way and the only solution to help our health and the eco-system is by recycling.

The following are some of the benefits of Electronic Waste Recycling: 

·        Recycling conserves the Natural Resources 

 

Recycling can recover valuable materials from older electronics that can be removed and used again to help in the production of newer items. The materials include plastics, gold, aluminium, and iron. Several metals can be used again and recycled from glass and plastics found in computer monitors and TV’s, and computer circuit boards. Because of recycling, we reduce greenhouse gas emissions, save energy, save natural resources by extracting the materials from the earth, and reduce pollution.

 

  • E-Waste Recycling helps protect the environment and our health

Electronics contain a lot of hazardous materials like lead, mercury, chemical flame retardants, chromium, and beryllium which are harmful to the environment, our water, soil, and our health if they are not recycled properly. By doing this it provides proper handling and management of these toxic chemical substances. A study has shown that it is a contribution to removing 8 major categories of water pollutants and 10 main categories of air pollutants. Always recycle do not dump in landfills.

 

  • E-waste recycling contributes to Energy Efficiency 

A big advantage of E-waste management is the reduction of energy requirements. The energy cost of E recycling is a lot lower than the cost involved in the processing of new materials from soil and mining. An example of this is, if you recycle aluminium it will take 95% less energy than the production of fresh aluminium from raw materials. The recycling of plastics can save up to 70% energy, glass can save up to 40%, and steel can save up to 60% energy. It also helps reduce greenhouse gas emissions, air pollution, and dependence of oil.

 

  • Helps create employment jobs locally 

Recycling can play an important part in employment creation. It can create new jobs for professional recyclers and create a second market for recycled materials. There is a demand for workers to carry out this type of work. Any firms who are dealing with the electronics will set up and the existing ones will look for employees, therefore, creating jobs.

 

  • It helps support the community 

By contributing or donating the electronics that you do not need anymore, this will play a very important role in providing new refurbished products such as mobile phones and televisions which is a great help for not for profit organisations, low-income families, and schools. It also helps people gain access to technology that may not be able to afford.

 

  • It can help save landfills 

By E recycling it will save unnecessary dumps and landfills. Recycling old electronics will save some space for more domestic waste and provide other environmental benefits. By reducing space that is needed for landfill purposes, you can ensure that these areas are used for housing or agriculture purposes.
Electronic waste can be a serious threat if it not handled properly. Consider all the benefits it has and how important it is to recycle properly. Recycling and reusing is the appropriate solution and all organisations and individuals should support this. By recycling, we save a lot of valuable natural resources and a lot of energy.