ERP Corporate Identity Theft Protection

Posted by Gerry Poe


erp identity theft protectionERP Identity Theft Protection and Confidential Data Destruction
Why shred? It’s all about protection.
Virtually every organization in the United States has an obligation to protect the personal information of its clients. Procedures for destroying the information prior to disposal must be documented in writing and should include how, where, who and when it was destroyed.

Go “Green”
Once a Confidential Data Destruction truck has destroyed your documents, the material is mixed with up to 11,000 pounds of other shredded paper and transported to a recycling facility where it is processed into recycled material.

Meet legal requirements for document destruction
Federal laws, HIPAA, FACTA, SOX and GLB require specific safeguards of client information to meet compliance. Our onsite shredding service provides a proven, cost-effective solution. It is especially convenient for firms that need to witness the destruction of documents or other confidential information. 

Protect against regulatory fines, penalties or legal action
Companies have an implied contract to protect information used in conducting business. Documents thrown into a dumpster can be the target of dumpster diving, a tactic used by private investigators to collect confidential information from landfills. In 1998, the U.S. Supreme Court ruled that dumpster diving is legal.

Destroy just about anything
Our onsite shredding service destroys all types of confidential material including (but not limited to):

  • Paper documents - Electronic media - File folders
  • Uniforms - Microfiche - Prescription bottles
  • Publications - Videotapes - X-rays

Protect yourself and protect your clients by choosing Confidential Data Destruction to shred confidential client information. In addition to satisfying federal data destruction requirements, you will save time and reduce labor costs.

Document Destruction Recommended Guidelines

The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored by all companies.

Organizations should have a written, mandatory document retention and periodic destruction policy. Policies such as this will eliminate accidental or innocent destruction. In addition, it is important for administrative personnel to know the length of time records should be retained to be in compliance.

The following table provides recommended minimum requirements for document retention. This information is provided as guidance in determining your organization’s document retention policy. Please consult with your tax or legal advisor for your specific retention policy.

 

Type of Document

Minimum Requirement

Accounts payable ledgers and schedules

7 years

Audit reports

Permanently

Bank reconciliations

2 years

Bank statements

3 years

Checks (for important payments and purchases)

Permanently

Contracts, mortgages, notes and leases (expired)

7 years

Contracts (still in effect)

Permanently

Correspondence (general)

2 years

Correspondence (legal and important matters)

Permanently

Correspondence (with customers and vendors)

2 years

Deeds, mortgages and bills of sale

Permanently

Depreciation schedules

Permanently

Duplicate deposit slips

2 years

Employment applications

3 years

Expense analyses/expense distribution schedules

7 years

Year-end financial statements

Permanently

Insurance policies (expired)

3 years

Insurance records, current accident reports, claims, etc.

Permanently

Internal audit reports

3 years

Inventories of products, materials and supplies

7 years

Invoices (to customers, from vendors)

7 years

Minute books, bylaws and charter

Permanently

Patents and related papers

Permanently

Payroll records and summaries

7 years

Personnel files (terminated employees)

7 years

Retirement and pension records

Permanently

Tax returns and worksheets

Permanently

Timesheets

7 years

Trademark registrations and copyrights

Permanently

Withholding tax statements

7 years

 

erp identity theft protectionTo learn how Confidential Data Destruction can meet your document destruction needs call Steve Sturgeon at 888-826-2332.

Download your FREE copy of “Document Destruction Recommended Guidelines” at www.ShredderOnSite.com

Confidential Data Destruction Company serves Los Angeles, Orange, San Bernardino and Ventura Counties

28042 Avenue Stanford Unit E; Valencia, California 91355 | 888.826.2332

 


Tags: ERP, Identity Protection

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