Secured your digital docs? Then don’t overlook this common pitfall
June 18, 2009 by Sam NarisiPosted in: In this week's e-newsletter, Latest News & Views, Regulations & Compliance
Where are the sensitive documents in most danger of being stolen at many companies? Hint: They aren’t on the computer network.
With all the focus on keeping electronic docs stored safely, many businesses don’t pay enough attention to the security of old-fashioned paper information.
And the peice of paper causing the most trouble: undeliverable W-2s. When an employee’s W-2 is returned to an employer, IRS regs require the company to hold onto it for four years. After a few things, the stacks of paper can pile up, leaving a treasure trove of social security numbers and other info identity thieves can use.
One solution many companies are turning to: scanning the docs into electronic files and shredding the originals.
That puts all the forms in once place without taking up any physical space, and makes it easier to keep them secure.
Tags: document security, identity theft, W-2. IRS
December 2nd, 2009 at 12:35 pm
I hope your readers realize that the process of scanning the paper document most likely leaves that image on the hard drive of the scanner/copier. So in the process of mitigating one vulnerability, another vulnerability is created.
December 4th, 2009 at 8:44 am
Data Overwrite Security System (DOSS)- Destroys data stored on the hard drive by writing over the latent image with random sequences of 1’s and 0’s.
This feature also asissts in compliance requirements with HIPPA, GLBA and FERPA.