December 02, 2024
What is Archiving & Why You Might Need It
Archiving and secure disposal of documents are essential for keeping your business organised, compliant, and safe. In this article, we’ll explore what archiving is, why it’s important for businesses, and how to securely dispose of sensitive information once it’s no longer needed.
What is Archiving?
Archiving is the process of storing and organising documents, files, or data that are no longer actively needed but still hold value for future reference or legal purposes.
These materials are securely stored for long-term preservation, making them easily accessible when required. Archiving helps free up space, maintain records, and ensure important information is available when needed, without cluttering your everyday workspace.
Some documents, especially those related to legal or financial matters, have specific retention periods, meaning they must be kept for a certain amount of time before they can be discarded.
Why is Archiving Important for Businesses?
Archiving is crucial for businesses to stay organised, maintain compliance, and protect valuable information. By securely storing older documents, companies can easily retrieve important records when needed, ensuring smooth operations and future planning.
Let’s take a closer look at what kind of benefits archiving brings to an organisation:
1. Ensures Legal Compliance
Ensures that businesses store documents for the required retention periods, meeting legal standards.
2. Brings Enhanced Organisation
Reduces clutter, making important documents easier to find and manage.
3. Reduce Risk
Safeguards vital records from loss or damage.
4. It’s Cost Efficient
Minimises storage costs, particularly with digital or outsourced archiving.
5. It Helps With Data Security
Keeps sensitive information securely stored, reducing the risk of data breaches.
How Does Archiving Work?
Document archiving helps businesses store and protect important documents that are no longer needed daily but may be required later.
Here’s a simple breakdown to ensure your archiving process runs smoothly:
Identify The Documents
Businesses determine which files are ready for archiving, such as old contracts, invoices, or records.
Organise and Store
Documents are sorted and stored physically or digitally. Digital archiving often includes indexing for easy retrieval.
Review and Retain
Archived documents are regularly reviewed to ensure they are kept for the correct retention period and securely disposed of when no longer needed.
We’ve covered how to archive important documents. Now let’s focus on safely disposing of confidential data when it’s no longer needed. Protecting sensitive information during disposal is just as vital as during storage, especially to avoid potential breaches.
How To Dispose of Confidential Data?
Disposing of documents past their retention period is crucial for compliance and security. The ICO (Information Commissioner’s Office) highlights the importance of securely destroying documents to protect sensitive information.
At Shred-it, we don’t just offer shredding services – we are a trusted partner in protecting your business.
Here’s why:
Protect Confidential Data: Our shredding solutions ensure that confidential information is destroyed beyond recovery, reducing the risk of identity theft or data breaches.
Ensure Compliance: By securely disposing of outdated documents, your business stays aligned with GDPR and other regulatory standards, avoiding costly fines or penalties.
Time-Saving: Whether you choose on-site shredding, where documents are destroyed at your premises, or secure off-site destruction, our professional team handles the process quickly and efficiently, so you can focus on what matters most.
Certified Security: After every shred, you’ll receive a Certificate of Destruction as proof of compliance and added peace of mind.
Discover how Shred-it can help your business securely manage its document disposal while saving time and ensuring compliance!
