8 Measures To Keep Physical & Digital Documents Safe

safe documents

Most people wouldn’t think twice about the importance of keeping their documents safe. After all, personal and confidential information can be used to steal identities, make fraudulent purchases, and more. That’s why it is so important to take measures to protect your documents – both physical and digital. In this blog post, we will discuss eight different ways that you can keep your information safe and secure.

Identify What Documents Are Sensitive

Learn which documents in your office are the most sensitive and how to handle them properly. Documents that could result in a security breach include:

  • Salary and pay information
  • Information about the customer.
  • Invoices
  • Sales reports
  • Financial data and forecasts that are available ahead of time
  • Intellectual property and any term that refers to the ownership
  • Contracts

The types of data that must be safeguarded and how they must be protected will differ depending on the organization and type of the document, so be sure you understand the specifics for yours.

Secure Storage

It is important to make sure that any documents you work with are securely stored when you do not need them anymore, whether they’re kept in a company safe or a locked cabinet in your office. One information security breach can be catastrophic for a business, so make this part of your daily work routine.

Keep The Document Organized

Now that you know the importance of securely destroying your confidential documents, you may be wondering how to store and keep them safe. The first step is to create a system for the organization. This will help you keep track of what needs to be shredded and when. One way to do this is to create a filing system with labels such as “To Shred” and “Shredded.” Alternatively, you can keep track of your documents electronically by creating a folder on your computer or an app on your phone. Once you have a system in place, it’s time to start shredding.

Strong Passwords

Using strong passwords is one of the simplest yet most effective ways to keep your information safe. When creating passwords for your online accounts, be sure to use a combination of letters, numbers, and symbols. Avoid using easily guessed words or phrases like “password” or your birthdate.


Encrypting your data is another great way to protect it from prying eyes. By encrypting files, you are making it much more difficult for someone to access them without the proper key. There are many different software programs available that can help you encrypt your data.

Shred Confidential Documents

First and foremost, you should always shred confidential documents before disposing of them. This is a very important step that too many people overlook. Shredding your documents is one of the best ways to protect them from being stolen or compromised. When you use a shredding service, your documents are destroyed in a secure manner and can’t be put back together. Be sure to choose a reputable company that offers certificates of destruction.

Hard Drive Destruction

Many people think that when you wipe a hard drive, your data is gone completely, but that isn’t the case. Experts in data retrieval can still access bits of information that are left. Using secure and certified hard drive shredding and e-media shredding destroys them totally, protecting your organization’s sensitive information and keeping confidential data safe.

Certificate Of Destruction

By getting a certificate of destruction after getting a shredding service, you are ensuring that all of your documents have been properly disposed of. The certificate provides you with peace of mind and proof that your documents have been destroyed in a secure manner.


Eight ways to keep your documents safe may seem like a lot, but it’s important to be as proactive as possible when it comes to protecting your personal and confidential information. If you’re looking for reliable shredding services that can help you protect your data, don’t hesitate to contact us today.

Gator Shredding offers professional document shredding services to residences and corporations throughout West Virginia and the Ohio Valley area. Call us at (304) 488-8627 or use our online form to get a free quote.