The Best Security Tips for Your Start-up Business

The Best Security Tips for Your Start-up Business

document management procedures

It’s no surprise that smaller organizations usually have fewer security measures in place.  Because this is due to the simple fact that they believe their size will exclude them as a prime target. Unfortunately in contrast it is no true. Consequently these companies are probably key targets for cyber criminals. You need Document Management Procedures.

American Document Security 

Document Management Procedures

With that said, it shouldn’t be the only reason you establish a secure culture for your workplace. Data breach is a costly concern and one that continues to be alarming for those affected.  Experiencing a data breach can be overwhelming and damaging for any company.  

Both from a financial and reputation standpoint. Small start-up companies can be far more vulnerable to such a crime. This is because you’re still working towards establishing your reputation and building your customer base. Likewise A data breach or information theft can both be difficult to recover from. Be sure you are taking the necessary measures to stay as secure as possible.

Which information security practices are recommended for a start-up Manhattan business?

  • Identify and Understand Your Legal Responsibilities

  • First of all always conduct research on the state and federal privacy laws. The ones that are applicable to your organization. Keep in mind that ensuring that the data security you have in place is sufficient It is ultimately your legal obligation as a business owner. It is important that document shredding New York complies with the law 
  • Design a Security Policy and Put it in Writing

    Create a thorough document that addresses the need for securing sensitive information both in and outside of the work field. Always remember to include specific guidelines. Above all for your mobile workforce as well.

  • Secure Document Management Procedures

    Only collect and store data that is imperative to your organization Furthermore be sure access to these records is controlled at all times. Also you should always have the proper means in place for effective data backup as well. Keep an up-to-date and organized list of inventory including all information deemed confidential. Each and every document should be labelled. So define according to their appropriate destruction date. This goes for both electronic and hard copy files.

  • Implement IT Protection

    Consider using the latest technological safeguards to stop and identify any suspicious malware or viruses.

  • Educate and Train Your Employees Appropriately

    Always provide ongoing training to your staff in relation to information security and tips to remain protected. Your employees need to realize the importance of certain security measures. Furthermore exactly why they are in place.

document management procedures

  • Not only that, it’s critical that each employee knows how to follow each procedure. Training on security awareness can be touched on at your weekly or monthly staff meetings. This is an easy way to remind and educate staff on how to share sensitive information online. Furthermore on how to appropriately handle confidential information outside of the office as well.

  • Emphasize Physical Safety Methods

    We highly encourage you to adopt a policy which requires those visiting your office, to sign in. Be sure that there are locked collection containers present throughout your office.

  •  A Clean Desk Policy is a great consideration to remind employees how crucial it is that sensitive information remains secured at all times.

  • Conduct Risk Assessments

    Create a Security Risk Assessment Schedule to determine whether or not there are security gaps in your business and which areas require attention and improvement.

  • Don’t Ignore the “Small Stuff”

    As a business owner, always be sure to provide your employees with lockable drawers or filing cabinets. This is to store sensitive records effectively. All employees should revisit and change their passwords on a regular basis. There should be strict document management procedures in place for both document disposal and storage.

  • Secure Mobile Data

    Don’t forget to properly protect your mobile device! A recent study has revealed that almost all small companies have cybersecurity systems installed on their computer systems in-house. However  unfortunately, only 60% of these small businesses have the same protection in place for their mobile phones. An easy step to verify your mobile data remains secure is to encrypt devices with proper password protection. Install Anti Virus Software.

  • Update Passwords document management procedures

    According to studies, “Password1” is still a top password because it meets the needs of most automated security system requirements. Small business owners must review all passwords being used in their system. Then edit those that lack security.  Therefore change your passwords once every 2 months. Especially if you have any staff leave your company. Or third-party providers for IT functions leave.

  • Shred Sensitive Material

    Records past their retention period or those that are no longer of relevance must be shredded securely. Failing to dispose of this material properly can leave your business vulnerable to outside threats. This includes data breach.

  • Secure Paper Shredding

    Partner with a trusted and reputable company in Manhattan to carefully handle the disposal of your sensitive records. American Security Shredding offers a variety of document shredding solutions to fit your needs and budget. Reach out to our professionals to find out more about document shredding and ways in which it contributes to your security.

Call 1-800-882-1979 or Contact Us 


Small business owner – think you don’t need pro paper shredding services? Think again.

As a small business owner, you must wear multiple hats, every day. From marketing expert to the entire accounting department, it’s safe to say that you have a lot on your plate. Alongside these many jobs, you’re also chief security officer – and how good a job you do in this role can, quite literally, make or break your business.

“The average total cost of a data breach in the U.S. has increased from $7.01 million to $7.35 million”. Likewise Wiki

– The Ponemon Institute

Your reputation relies on the care you take with your sensitive data

As a small business, your reputation is your most valuable asset. Yet all it takes is a single breach for it to be wiped out.

Despite many businesses fully grasping the importance of IT security, it seems they often overlook or underestimate their paperwork. Ultimately leading to a serious security vulnerability.

“40% of the 598 data security incidents recorded between July and September 2016 were attributable to paper breaches”.

  • The ICO

A data breach could assist a fraudster in compromising your bank accounts, or that of your customers. Your business, or your customers, could then experience severe financial losses. Likewise in other industries, such as healthcare or law, the exposure of this especially sensitive information could lead to uniquely damaging circumstances.

“89% of small businesses that experienced a breach felt the attack impacted their reputation in some way”.

  • KPMG

Data and destruction rules, regulations and laws

As a company looking after personal information, there is a wealth of legislation that you must comply with. This includes HIPAA, GLB and FACTA, as well as federal information destruction laws of NYC and Long Island. The vastness of this legislation can easily overwhelm, and a breach in compliance can occur without a business owner even realizing it.

It’s not just your paper that needs shredding…

How do you destroy your CDs, DVDs and digital storage devices? And what about your computers? You may think that you’re safe because you’ve deleted the data. But what you probably don’t realize is that that the data is still accessible. It needs to be overwritten (which is the only time data is deleted once and for all).

80% of office computers contain sensitive information

Professional shredding services don’t just take care of paper. They tackle a wide variety of other items too, alongside the protection of your reputation.

Read to discover how affordable professional shredding services are?

Get your FREE online quote now

Keep Fraud Out of Your New York Business

Whether you operate a large or small New York organization. Fraud is an increasing concern that occurs in several forms. Almost certainly affecting all sorts of industries.  Such a crime can take place in the form of theft, forgery, computer crime, Similarly and even as other “white collar” crimes. If your business becomes a victim of fraud. It is almost certainly going to lead to significant consequences and liabilities for your company.

What can you do as a business owner to protect your company and reduce your risk of experiencing fraud?

Start an Anti-fraud Policy and Put it in Writing

  1. Building and sustaining a work environment that’s based on honesty and trust shows your employees that you care about the security of your staff, and are being proactive in reducing the risks of fraud.
  2. It is critical that you put all policies in regards to ethical behaviour in writing. This reinforces the policy and helps to ensure each individual is aware of all details surrounding the prevention of fraud. Furthermore and any repercussions of failing to follow them.

Carry Out Background Checks document management procedures

For the security and safety of your team and clients. Your hiring process must include thorough background checks. Consequently this is of even greater importance for those being hired for “risky” positions. Like financial roles, or customer service positions that require regular access to personal data. Likewise other roles that have access to personal data.

Ensure You Have an Anonymous Avenue for Tips/Reports

Always have a reporting system so that staff can privately report any suspicions about possible fraudulent behaviour. Furthermore clearly communicate this procedure to staff and reiterate that they are encouraged to report any unusual behaviour witnesses.

Studies reveal that most fraud incidents (over 50%) are in fact addressed by employees. Hence as a business owner, it’s important to be aware of any suspicious signs. Therefore always take any tips/advice you obtain from your staff seriously.

What is a Anti Fraud Policy

It is building and sustaining a work environment that’s based on honesty and trust shows your employees that you care about the security of your staff,

Is it just my paper records that need shredding

No, anything that carries data needs to be destroyed as well, such as CD’s, DVD’d and USB sticks

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