In addition to shredding confidential information to prevent it from getting into the wrong hands, there are many other preventive steps to avoid the misuse of information. The following is a common sense approach to handling requests for information because it is not always appropriate for information to be shared in its entirety.
Here is a tip for government agencies and others that receive requests for information and need to “blot out” pieces of sensitive information before distribution:
- Never electronically erase or blot out information to be concealed and distribute the electronic document since electronic files almost always retain easily retrievable original information, even when it is visually concealed.
- Never distribute blotted or scanned images of blotted documents since blotting does not perfectly conceal or destroy print.
- Delete the information to be concealed. Carefully review the document with deletions to ensure that the deleted information cannot be deduced from the given information. Use a professional/expert to review the document with deletions if necessary. Print a copy of the document with deletions.
- Scan the copy of the document with deletions into graphical format and shred the printed copy.
- Electronically transmit the scanned (graphical format) copy of the document with deletions or distribute a hard copy of the scanned image,
- It is always prudent to consult with your local NAID AAA Certified document destruction company for helpful hints on securing your personal documents or business records. A key component of your shredding company should be to educate about the perils of casually disseminating sensitive information.
Follow the link below to learn more about safeguarding the confidential information in your custody.
http://www.nacua.org/nacualert/docs/GrammLeachBliley_Act/FTC_Complying_With_Safeguards.pdf
Of course, it is always most prudent to shred first with a NAID AAA Certified on-site document destruction company and then have that company take care of recycling the shredded paper.
Richard Kinkead, Owner/President
Gloria Kinkead, Owner/Vice President
SelectShred, Inc.
T: (772) 463-3166
