How to Handle Physical Data Security in a Hybrid Workplace

Companies place much emphasis on practicing the best cybersecurity practices in a digital world. However, many organizations forget to still invest in keeping physical data safe and training employees to be savvy in safeguarding sensitive documents and materials. Here is a foundational guide on how to handle physical data security in a hybrid workplace.

What Is Physical Data Security?

Physical data security involves your organization protecting physical forms of information, like your paperwork, storage media and devices, from falling into the wrong hands. It consists of taking reasonable precautions to safeguard data and comply with industry standards and regulations.

Why Is Hybrid Work Security Vital?

Your hybrid workplace allows your employees and key stakeholders the freedom to work from various locations. Although this popular model continues to grow worldwide, it does pose a risk of physical security breaches. Employees may need to print sensitive documents at home. These materials must be securely stored and destroyed to maintain confidentiality and data integrity.

Physical Data Security Threats

By leveraging a hybrid workplace model, your organization faces various physical data security threats:

• Unauthorized access: A hybrid environment increases the likelihood of unauthorized access. Remote workspaces or shared on-site areas may open doors to your organization’s sensitive data.
• Theft or loss: Malicious actors may use access opportunities to steal physical data to launch cyberattacks or breaches. Your employees may also lose storage devices, documents and media while navigating between work-from-home and on-premises offices.
• Improper disposal of materials: Employees may discard intact documents and media they no longer need, making your sensitive information available to anyone accessing your trash or recycling bins.

Best Practices for Physical Data Security

To ensure physical data security, your organization must adhere to industry best practices:

• Leverage secure storage: Keep all physical data locked in cabinets, safes and desks while not in use. Request that employees be diligent in not leaving sensitive information unattended.
• Implement access controls: Install biometric security or keycard scanners for your on-premises office space. Restrict access on what employees can print at home and which documents they may access.
• Use advanced shredding: Leverage professional shredding services to turn physical data into unrecognizable particles.
• Establish hybrid work guidelines: Create a hybrid work environment policy that aligns your organization with best data practices. Your protocols inform employees how to securely handle, store and destroy physical documents and data to safeguard information.

Promoting Data Security Through Advanced Shredding

TrueShred’s highly trained, professional team helps you destroy sensitive materials and securely recycle the particles, promoting enhanced data security. We provide:

• Mobile shredding services: Our mobile shredding trucks allow you to destroy items at your home office or workplace securely. On the appointed service day, we arrive at your house or organization and carry all your working-from-home documents to our shredding trucks, destroying them in real-time, curbside. You can monitor the process through video surveillance. We give you a Certificate of Destruction after service.
• Off-site shredding services: TrueShred’s uniformed team will fetch your documents and destroy them at our destruction facility in Manassas, Virginia. We maintain a strict chain of custody and issue you a destruction certificate for your records once your items are destroyed and recycled.
• One-time shredding services: Whether you have containers full of documents or a few sensitive materials, we offer one-time shredding services at your home or business. We leverage our mobile shredding trucks for on-site, one-time destruction, or transport items to our facility to destroy your items on schedule.
• Ongoing shredding services: If you are printing work at home, you will benefit from routine shredding services. Depending on your needs, schedule weekly, biweekly or monthly shredding services. The TrueShred team helps you comply with legislation, secure physical data and safely destroy materials on- or off-site.

Benefits of Shredding Your Physical Data

TrueShred’s robust shredding services deliver various benefits:

• Compliance with regulations: Our shredding services assist organizations in maintaining their compliance with regulations. We help you comply with the Health Insurance Portability and Accountability Act (HIPAA), the Gramm-Leach-Bliley Act (GLBA) and the Fair and Accurate Credit Transaction Act (FACTA) compliance standards.
• Multimedia shredding: TrueShred destroys documents, electronic media, ID badges, prototypes, computer backups and various sensitive physical materials.
• Sustainable destruction: Once we diminish your physical data into unrecognizable particles, we securely recycle them. By partnering with TrueShred, you can reduce your carbon footprint.

Enhance Your Hybrid Work Environment Security With TrueShred

By following the best physical data security practices and implementing security measures, your organization safeguards sensitive information in a hybrid work environment. Keeping data safe and destroying documents you no longer need is critical in complying with legislation and protecting your organization from unauthorized access or theft.

TrueShred is NAID AAA Certified — we adhere to the most stringent industry destruction standards. Our highly specialized team helps you shred work documents at home, in the workplace or off-site. We serve organizations across Washington, D.C., Maryland, and Northern Virginia.

Get a pricing quote or complete our contact form to bolster your physical data security.