Despite the fact that an increasing amount of information is being stored digitally, the number of paper documents being used by companies doubled between 2005 and 2010. However, precisely due to the advent of the digital age, many firms are forgetting how to manage important physical records securely and efficiently.

Needless to say, it is incredibly important that companies consider the whole lifecycle of paper documentation. A key source of identity theft and fraud is the mismanagement of documents. Criminals have no qualms about searching through rubbish and recycling bins and, due to the large amount of paper waste they generate, companies are a major target.

The first thing to consider when examining the way in which your office manages its important paper documents is how to judge whether a document is a potential security risk? Obviously, this varies depending on the function and operation of your organisation. Generally, though, the documents that can be thought of as important are those that mention employee, customer or client information; those that contain business details; all legal papers and documentation and anything containing bank details.

Once you have identified important paper documents, the next step in managing these files is to ensure that they are stored correctly. Those documents that are high-risk could be kept off-site, to protect against acts of god. Storing important files at a secure location such as this is the safest way to manage paper documents that you cannot destroy.

Another option is storing documents on-site in a secure unit. Although today most files are backed up electronically, there may still be documents that you cannot backup. If this is the case it is essential that any storage facility you have at your office must be both secure and water and fireproof. Paper documents that can be electronically backed up must be encrypted.

Another key stage in document or record management concerns the disposal of files that are no longer required by a company. It’s important to note that many businesses which regularly handle sensitive information are legally required to safely dispose of confidential files.

However, even if it’s not a legal requirement it’s important to properly dispose of paper documents. Rather than trust office based shredders, which can produce shredded documents that experiences thieves can reconstruct, large businesses should appoint a specialist company who can destroy the documents and prepare them for recycling.

If you follow this guidance and manage important paper documents safely then you should avoid the problems of identity theft and fraud and ensure the security of your business.