A natural disaster can wreak havoc on any
business. But it’s even worse when that real-world catastrophe becomes a data
security calamity.
Before the summer storm season arrives, get
your business ready. Just like you gather flashlights, bottled water, and
emergency supplies, you can prepare your business by reviewing data retention
and disposal practices.
Why are data retention practices important?
As Bob Dylan said, “the answer, my friend, is blowin’ in the wind.” Remember
the Brooklyn warehouse fire, where media
reports indicate that medical records (including
drug tests), bank checks, and Social Security numbers were strewn about the
neighborhood. Or tornados
in the Midwest which literally blew away sensitive
personal information, sometimes even across state lines.
No one wants that to happen to their
business. Of course, you can’t stop a hurricane or tornado. But while the sun
is still shining, you can reduce the risk to customers and employees by safely
disposing of paperwork you no longer need. The last thing you want is old
records, that you should’ve securely destroyed years ago, blowing in the wind.
If you hold onto only what you really need, it’s easier to keep it safe – and
there’s less to lose in a natural disaster.
To prepare your business,
review these data minimization and disposal tips:
- Take stock. Create an
inventory of the personal information you have. That way, if your files
are destroyed or lost in a natural disaster, you’ll know what information
is involved.
- Scale down. Collect only
what you need. For example, if there’s no business reason why you have to
have someone’s Social Security number, don’t ask for it in the first
place. Keep records only as long as you have a reason to maintain them.
Don’t hold onto customer credit card information unless you have a
business need for it.
- Lock it. Store personal
information in the safest part of your building. If information is missing
after a natural disaster, contact law enforcement. If possible – this is
where your inventory helps – contact affected individuals so they can
place a fraud alert on their credit reports.
- Pitch it. Properly dispose
of what you no longer need. Shred, burn or pulverize paper records before
discarding. If you use consumer credit reports for a business purpose, you
may also be subject to the FTC’s Disposal Rule. For more information, see Disposing
of Consumer Report Information? Rule Tells How.
No comments:
Post a Comment