How to Avoid a HIPAA Violation When Storing Records

Did you know that a HIPAA noncompliance fine can cost you tens of thousands of dollars?

If you’re a Fort Wayne healthcare professional or involved with the storage of sensitive patient information, knowing the ins and outs of HIPAA regulations is essential to keep you and your company out of legal trouble. 

But what’s the best way to avoid a HIPAA violation when storing patient records? Keep reading to find out.

What Is a HIPAA Violation?

HIPAA protects the private or sensitive information of patients. When you record patient information, it shouldn’t be accessible to anyone outside of the healthcare system (or health insurance system, if that’s your area of expertise) without expressed permission from the patient. 

When you leave documents somewhere that they’re easily accessible for people who aren’t supposed to see them, you’re putting yourself at risk of a HIPAA violation. 

When you have a HIPAA violation, your healthcare center is at risk of fines or worse. 

Do You Keep Digital Records? 

There’s been a push in the medical industry to make a change from physical to digital records. These documents aren’t stored anywhere that prying eyes can easily access, unlike traditional records, which may be stored around the office or in an accessible closet or drawer. 

That said, it’s still not impossible for someone to find digital records. Any kind of data breach will result in more damage than a rogue record being uncovered (though neither of these is ideal). 

Many people in the healthcare industry aren’t yet ready to switch to digital records, or they want to keep both digital and physical documents. 

How Can You Store Paper Records? 

If you choose to keep paper records alongside or instead of digital records, you need to know how to store them (and dispose of them) the right way.

It isn’t sustainable to store all of your physical records in your office. There’s only so much room, and organization becomes difficult when patients stack up. As we mentioned, you also put yourself at risk of a HIPAA violation if documents are improperly stored.

Disposal is also an issue. If you dispose of documents in such a way that they can still be read by someone who isn’t meant to read them, you’re still liable for that. 

It’s a good idea to invest in records management. Records management companies handle the storage space and security so you don’t have to in your own office. They also transport sensitive and confidential documents to and from the office safely.

When you’re ready to get rid of the documents that you no longer need, they make it easy to dispose of them. The documents are shredded into small strips, along with documents from other companies, making it impossible for anyone to be able to put documents back together. 

Don’t Risk a HIPAA Violation

Storing patient records puts you at risk of a HIPAA violation, but you can take steps to protect yourself and your healthcare center. By using professional storage solutions, the problem is taken out of your hands. 

You can get secure and accessible storage and disposal, so your patients’ information stays safe. 

Are you looking for the best document storage company around? We want to help you manage your records. Contact us with your questions so we can start working together. 

How a Document Shredding Company Can Help You Get Organized in the New Year

New year, new office organization goals! Now that it’s 2021, it’s time to make sure your office is in the best shape possible. If everything is organized, you’re likely to have a healthier mindset and more productive employees. 

That means getting rid of waste in the office and not keeping around anything necessary. This, of course, can be a hassle — not everything can be tossed in the trash. And, sometimes what’s there is sensitive and needs to be dealt with properly.

That’s where a document shredding company can help you. Find out how a document shredding company can help your office get organized in the new year.

Why Do You Need to Shred Documents?

You might be tempted to throw some papers in the trash that should be shredded. After all, putting papers through a store-bought shredder can be time-consuming, and you might not have thought to look for a local document shredding company.

However, it’s important that you don’t give in to the temptation of a quick, easy fix.

Identity theft is all too common and many times, people do it by digging through trash. There, they can scavenge financial information or even social security numbers and personal details that make it easy to impersonate someone

Don’t make it so simple for them. Documents with confidential information should be disposed of properly to keep your company, your employees, and your client’s sensitive information safe.

So Why Use a Shredding Company?

Store-bought shredders can be handy for a few sheets of paper but if you’re dealing with a lot of confidential information, you will want to go with a professional.

Shredding documents takes away from the time you and your team could be putting into something more productive. A shredding company should provide affordable services that can take care of this monotonous task for you. All you have to do is hand over the sensitive material, shaving hours or days off the time you need to spend on this. 

Another reason to hire a shredding company versus using a store-bought shredder is that most shredders that you buy at the store don’t shred documents fine enough still leaving some confidential information to be put back together.

When you hire a professional document shredding company, your documents are finely shredded with other company’s documents which means there’s no possibility of putting the shredded documents back together.

How to Choose One

So you’ve decided that a document shredding company might be a good idea, but how exactly do you go about choosing one?

You want to make sure that the company you choose is a good one and not just the first one you find. It may seem like an easy job but remember: you’re handing very sensitive material off to this company. Even when it’s just going through a shedder, you’re going to want to ensure that you can trust the people doing it.

Google “document shredding companies near me” and look carefully at reviews. Speak to the representatives and ask how they handle document shredding. Are they certified? Do employees of the shredding go through a background check? What other local businesses use their service? Finding out as much as you can about the company will help you to find out if they’re reputable and trustworthy.

Are You Ready to Use a Document Shredding Company?

If you’re ready to hire a document shredding company, do your research and find a good one. Get rid of those sensitive materials and sleep peacefully at night knowing you’re kicking off 2021 right by getting rid of those papers that could cause trouble in the trash. 

For reliable document shredding in Fort Wayne, Indiana, contact us today

5 Best Practices for Protecting Sensitive Employee Information

As an employer, it’s your responsibility to keep your employee information safe. This not only helps protect your employees against identity theft and fraud but it can also help protect you against a lawsuit if your company is the victim of a security breach. 

There are several steps you can take to make sure your employee records and information are safe. Keep reading to find out more. 

1. Develop and Define Your Policies and Procedures 

The first thing you should do to protect employee information is to develop and clearly define your policies and procedures. Define what information your company will protect and how they will protect it. Make sure you only collect the data that is necessary for your business purposes. 

When you take steps to reduce the amount of data your employees give to you, you’re lowering your risk of unauthorized access in the first place. 

Have a plan in place for what information you’re going to keep, how you’re going to protect it, and stick to it. 

2. Maintain Record Security 

How exactly should you go about protecting this information? Your first step should be locking up any physical records of important employee information. Then, you should encrypt and password protect your digital files. 

Change your passwords frequently and maintain a secure server. Regularly maintain your electronic systems to make sure that newly developed security risks don’t threaten your business’ security. 

3. Shred Unnecessary Documents

As soon as your business doesn’t need a piece of information anymore, get rid of it. You should dispose of all employee records at the end of your legally mandated retention period. This has to be done in such a way that they can no longer be read or reconstructed. 

To comply with federal regulations, contact a third-party vendor to shred and dispose of the records

4. Restrict Access

Another way to make sure your employee information stays safe is to restrict the number of people who can access it in the first place. Only employees or vendors who need to know the information should be able to access it in any way. 

Keep a log of everyone who accesses this important information. Record who they are, when they looked at it, and their reasoning for doing so. For digital records, ensure your software can log this information as well. 

5. Avoid Using SSNs

Avoid transmitting, printing, and using employee social security numbers when possible. Many places have laws that restrict the employer’s use of social security numbers in the first place. 

Don’t require your employees to use their SSNs for employee IDs, and discard the information as soon as you no longer need it. Employee IDs are unique numbers you can use to track your employees once the initial tax information has been set up. 

Keep Your Employee Information Secure

It’s of dire importance that you comply with all federal, state, and local laws when it comes to maintaining employee information. No one thinks that a security breach can happen to them until it does, and at that point, it’s too late to protect your employees, and yourself, from fraud. 

For more information about how to properly dispose of employee information, contact us today

Document Archiving In 2020: How Has It Evolved

We’ve all had that moment where someone in the office asks for an old document. What did we do with it? Is it on our desk, in storage, or somewhere in the filing cabinets?

73% of business owners still print documents at least four times a day which means you most likely have plenty of paper to wade through. Add the documents that arrive in the mail and you can see the clear problem with storing paperwork.

This is where document archiving comes in. You can keep your important documents without taking up space in the office.

With the year coming to a close, let’s take a look back and see how document archiving has evolved through the years. How has it changed in the 21st century? Read on to learn more.

What Did Document Archiving Look Like in the Past?

Edwin Grenville Seibels invented the vertical filing cabinet in 1898 and revolutionized how people stored documents. The trouble is, filing cabinets take up a lot of space, and searching for specific documents takes time. However, paper can get lost, whether someone is careless or there’s a flood or fire.

Electronic document management systems (EDMS) made things easier in the 1980s, but this wasn’t a perfect system due to the limits of the technology. Over the past couple of decades, computers have also evolved. Now you can scan documents to the cloud, where staff can access them from all over the world. You can search for documents using keywords, and it helps with remote working.

The accessibility of cloud storage was the archiving evolution in the 21st century. When you can scan a document and view it in the cloud on your smartphone, do you still need paper?

How Secure Are Document Archives in the 21st Century?

All these benefits are great, but paper documents are still more secure than digital ones.

With paper documents, a person needs to physically access the room where your paper records are stored. Meanwhile, a savvy hacker can access your digital documents from miles away. A single data breach costs companies an average of $8.19 million.

Managed document facilities are more secure than storeroom filing cabinets. These facilities use 24/7 security to make sure only the right people have access to your files.

Such facilities often offer GPS tracking when you retrieve documents. You’ll always know who has access to your files and when they have access.

Tips for Archiving Paper Documents

Follow these five tips to keep confidential documents safe.

  1. The best way to keep paper documents safe is to use a managed off-site archive solution. This means no one can access your records by simply walking into your storage areas. 
  2. Confirm how long you need to keep financial records. Once records pass this age, destroy them. 
  3. Don’t keep copies of documents. Only archive one copy, which cuts down on storage space. Again, securely shred any copies.
  4. Many businesses also archive documents on computer hard drives. That might include your office server. Make sure that hard drives are secure and destroy the hard drive when archived documents are no longer needed. 
  5. When you’re updating computer hardware, choose hard drive destruction for your old machines. That way, no one can reconstruct your operating system to access old digital files.

Explore Our Document Management for Business

You can see that document archiving has changed somewhat. It started out in forgotten storerooms or dusty basements. Then it moved into filing cabinets, before making the leap to digital. Now, you can pair your digital strategy with a paper-based off-site archive.

Are you ready to explore a secure approach to document archiving? Contact us today to discuss your needs and get a quote.

5 Must-Have Records Management Tips for Keeping Company Information Safe & Secure

Sensitive information hides everywhere in a typical business. From employee data to confidential client agreements, a lack of organization might lead to lost or stolen documents. Thankfully, a solid records management system helps prevent these mishaps.

If you’re looking to start managing your records or hire a records management service, these five tips will help you get started.

1. Limit Important Document Access

When it comes to important documents, not everyone should be able to access them. By limiting access to one or two people, documents are safer and less likely to get mishandled. Access can be granted for a limited time to those who need it.

Be sure that when granting access, files are signed out with the date, time, and the person’s name who is taking them.

2. Keep Important Documents Locked Up

Around one in five data breaches involve paper records. Loose documents with no barrier to access can easily get misplaced or stolen.

To lock up physical documents, consider getting a filing cabinet with a key. The key should stay with a trusted employee and should never get copied.

If your business has an abundance of documents to store, consider an off-site storage service. Off-site storage keeps documents safe and organized without taking up space within your business. If you require a specific document in-person, the service delivers it quickly.

For digital documents, consider an online cloud storage system with a password and limited employee access. These platforms also help keep digital files organized.

3. Destroy Records Safely

Destroying confidential documents isn’t as simple as throwing it in the trash. Confidential documents need to be safely destroyed to prevent tampering and theft.

For digital documents, it’s best to destroy where they’re stored. Wiping a digital document off the internet isn’t as secure as hard drive destruction because hackers can still find a way to access the data.

Physical documents are much easier to destroy. A paper shredder removes all traces of personal information. However, if you plan on shredding documents in bulk, consider a shredding service. Shredding services can handle a large number of paper documents and they’re shredded finer than you could do with store-bought shredders.

Using a shredding service ensures that your documents are properly shredded.

4. Train Your Employees

All of your employees should be trained in handling confidential information related to the business. For example, a cashier taking an order over the phone should never write down the customer’s credit card number.

They should also be aware of what constitutes a confidential document and how it should be stored or destroyed.

Security precautions help maintain good security and prevent theft. Businesses with a high number of confidential data should also teach employees to stay mindful and guard documents as a priority.

5. Conduct Audits

Even with proper training, mistakes happen. Audits help monitor potential threats, possible confidentiality mistakes, and other issues.

Consider performing a quarterly audit involving security and sensitive documents to stay on top of it. This audit involves checking physical and digital safety measures.

Audits may also involve extra training or procedure refreshers. The more often you train your employees on safety standards, the stronger your security precautions will be.

Relying on Records Management

Not only does records management keep vital business records safe, but it also helps businesses stay organized. With all of the available options for safe management, any business can kickstart their path towards proper records management.

If you’re looking for professional records management for your business, look to Federal Records Management & Shredding in Fort Wayne, IN. We provide paper shredding, records management, and provide hard drive destruction services as well as employee training to make sure your business’s documents are secure.

5 Ways to Keep Confidential Documents Secure

Practicing safety with confidential documents can feel like a chore at times, but one slip up could cost your company a fortune. The average cost of a single data breach has reached $8.19 million. A data breach being the transference of information to a party who is not authorized to view that information.

Protecting your company’s confidential documents is becoming increasingly more complicated as technology evolves and the modern office continues to change shape.

So if you’re interested in protecting your employee, client, and sensitive business information, read on to learn how to improve security measures at your company.

1. Use a Paper Shredder

One of the surest ways to prevent sensitive information from unwanted viewership is proper destruction. In other words, shred it! Having a shared paper shredder stationed near copiers may seem like a good idea, but in-house shredders do not offer the same security measures that a shredding service provides.

A good paper shredding service will offer locked boxes to be placed around the office. This way employees can dispose of confidential documents in a secure way, with no room for user error.

2. Lock up Confidential Documents

For all physical paper documents that need to be stored, make sure that they are locked up at night. Keeping these documents behind lock and key will prevent theft and ensure their safety.

For larger amounts of confidential data where filing cabinets won’t cut it, invest in an off-site secure storage facility. Off-site storage is a secure solution to locking away large amounts of confidential information. With this type of service, your documents can be delivered to your office when you need them, usually within hours.

3. Secure Computers and Network

Online security is just as important, if not more, given today’s climate. Invest in anti-virus software to prevent hackers from infecting your network. In addition to virus protection, you should be protecting yourself using anti-spyware programs.

While sending sensitive data through email, you can employ the use of an encryption system to ensure that the data is not easily intercepted.

When it comes time to upgrade your computer or when data is simply no longer needed, you must destroy the physical harddrive. It’s not enough to move the files to the trash bin on your desktop. The physical had drive should be removed from the computer and punctured using a handheld drill.

If you’ve ever wanted to live out that great scene from Office Space, now is your chance.

4. Control Access

If you’re wondering how to stay secure online, controlling access is key. Create a unique Wifi ID and a safe password that cannot be easily guessed. Only give it out to trusted employees and offer another network and password for guest access.

Data protection can further be enhanced by restricting access. Only give access to those employees who need it to perform the duties of their job. For instance, someone working in customer service will not need the same access credentials as those in accounting. Protecting information on an employee basis will lead to further security.

5. Provide Security Training

Most data breaches often occur at the hand of the company’s own employees. And it’s not usually with malicious intent, but because proper training was not provided.

Implement and train your employees on a clean desk policy, where all sensitive documents are cleared from the desk at the end of the day. Make sure everything is locked away in desk drawers and keys are not accessible. Everything that needs to be destroyed should be disposed of in the paper shredding lockbox.

Is Your Business Safe and Sound?

Are you ready to take the next steps to secure your confidential documents? Federal Records Management and Shredding can help. Get in touch with us today for a free estimate!

Shredding Secrets: Different Shredder Security Levels Explained

Shredding documents is a part of any business. From old files to confidential papers, shredding is a must, but will a storebought paper shredder do the job and what do the different security levels mean?

P-1 Shredders

P-1 shredders are at the lowest level of security available. Papers are shredded into 12 mm strips. They are considered to be DIN Protection Class 1 for paper shredder security ratings.

P-2 Shredders

P-2 shredders are slightly higher with security, but not high enough for confidential information. They’re shredded into 6mm strips. They are also in the DIN Protection Class 1.

P-3 Shredders

P-3 shredders are the lowest level of security for confidential information. This level gives them a mid-level of security. They are cross-cut, rather than cut into strips that measure 320 mm by 0.5 mm. They’re considered DIN Protection Class 1 or 2.

P-4 Shredders

While P-4 shredders are a little better than P-3 shredders for security, they are still a mid-level of security. However, they are safer for confidential information, like HIPAA. They are cross-cut into pieces 160 mm by 6 mm. They are under the DIN Protection Class 2 or 3.

P-5 Shredders

P-5 shredders are a very high level of security. These shredders are micro-cut into pieces measuring 1.27 mm by 0.5 mm. They fall under the DIN Protections Class 2 or 3 and are suitable for destroying confidential HIPAA information.

P-6 Shredders

P-6 shredders are a very high level of security. They are micro-cut into 1 mm by 10mm pieces. They are part of DIN Protection Class 3. These shredders are ideal for top-secret information, including some HIPAA information and even up to US Army Reg. 380-5 information.

P-7 Shredders

P-7 shredders are the highest level of security, making them the best for top-secret information. This works for destroying confidential NSA information. They are micro-cut into 1mm by 1.5 mm pieces. They are considered to be a DIN Protection Class 3 as well.

Professional Paper Shredding

As the information above shows, there are different levels of security in paper shredding and your average run-of-the-mill store-bought paper shredder is not going to give you the same level of security that you would get from hiring a shredding company to take care of it for you.

And, while you can get a shredder at a higher security level, they tend to come with a higher price tag and can only shred a few documents at a time.

Hiring a professional document shredding company can save you time, money, and give you the peace of mind that all of your documents are properly shredded.

At Federal Records Management & Shredding, you can count on your confidential information staying safe from the point that it leaves your hands until it is destroyed. Your business’s sensitive information will never get the chance to be stolen.

Federal Records Management and Shredding offer both onsite and offsite destruction of your company’s confidential information and your discarded confidential information is stored securely in our locked bins at your business until we take them off your hands to destroy them.

Our offsite shredding mixes a company’s confidential documents with documents from other companies so there isn’t a chance that anyone would be able to reconstruct the documents.

Contact us today to make sure your sensitive information is destroyed in the most secure way possible.

3 Ways to Implement a Clean Desk Policy When Working From Home

A clean desk policy sounds pretty straight forward. It’s as simple as keeping your desk neat and tidy, right? In a sense, yes—but also no.

It’s actually the difference between ensuring workplace safety and creating trouble for not only yourself, but your job.

While many of us are working at home either temporarily or indefinitely due to COVID-19, it’s a good practice to continue using the clean desk policy when working from home.

Whether you’re at home or in the office, instilling a clean desk policy for yourself can save time and trouble. Here are three tips for implementing a policy, and making sure it stays in place.

What is a Clean Desk Policy?

A clean desk policy is a company’s directive to ensure that all confidential documents are cleared from their workspace at the end of the day and securely stored or placed in shredding bins.

It’s a great way to keep offices clutter-free and tidy as well as protecting secure data and documents.

The University of Cincinnati’s clean desk policy calls for employees to be diligent about storing sensitive and confidential information—whether on paper, storage media, or hardware.

The university’s policy states that employees should lock computers when their desk is unoccupied, and properly shut down at the end of the day.

Passwords, printouts, storage devices, keys, and even whiteboards containing “restricted or controlled documents” must be removed, erased, or placed in a locked drawer or compartment of some sort when not in use.

Restricted or controlled documents can be anything containing personal information, health records, financial data, or even graded papers if you’re a teacher.

What your business considers restricted or controlled documents will vary, but a clean desk policy ensures protection no matter what.

1. Create a System for Storing Documents

Having a records retention schedule is a great way to ensure you won’t build any clutter, especially when working from home.

Certain businesses have to keep records for a set amount of time. Even if this isn’t the case, you should create a system for retaining, storing, and destroying documents.

In your home, this could mean keeping a lockbox or filing cabinet near your desk to store documents. Once a week—or at the end of every workday—be sure to organize the records by category, or any system that fits your recordkeeping.

After a set amount of time (this will depend on how long you need to retain any documents), the documents may need to be moved or destroyed.

Creating a records retention schedule will keep all of that on track so you don’t have to think about it after your home office feels like a never-ending wall of documents.

2. Which Documents are Worth Keeping?

We’ve defined important work documents as anything containing personal information, health records, financial data, or anything relevant to your career.

But what about personal records? What’s worth keeping? Where should you keep them? How long should you keep those?

Important home documents worth keeping could include your passport, annual tax return (And receipts if you’re self-employed or a business owner!), birth certificate, will, social security cards… the list is never-ending.

Again, what you decide to keep is ultimately your choice, but you should keep the longevity of any documents you hold onto in mind.

3. Create a System for Shredding Documents

Disposing of documents may feel scary at first, but it’s necessary to manage your home office. A document destruction policy is just as important as a clean desk policy. Talk to your company to find out their document destruction policy. Should you bring documents into the office once a week or once a month to add to the shredding bin?

If you need help with records keeping, retrieval, and destruction, contact us today. We’ll help you implement a clean desk policy, as well as find you the best option for your home office or business.

Ways to Implement a Clean Desk Policy When Working From Home

clean desk policy

A clean desk policy sounds pretty straight forward. It’s as simple as keeping your desk neat and tidy, right? In a sense, yes—but also no.

It’s actually the difference between ensuring workplace safety and creating trouble for not only yourself, but your job.

While many of us are working at home either temporarily or indefinitely due to COVID-19, it’s a good practice to continue using the clean desk policy when working from home.

Whether you’re at home or in the office, instilling a clean desk policy for yourself can save time and trouble. Here are three tips for implementing a policy, and making sure it stays in place.

What is a Clean Desk Policy?

A clean desk policy is a company’s directive to ensure that all confidential documents are cleared from their workspace at the end of the day and securely stored or placed in shredding bins.

It’s a great way to keep offices clutter-free and tidy as well as protecting secure data and documents.

The University of Cincinnati’s clean desk policy calls for employees to be diligent about storing sensitive and confidential information—whether on paper, storage media, or hardware.

The university’s policy states that employees should lock computers when their desk is unoccupied, and properly shut down at the end of the day.

Passwords, printouts, storage devices, keys, and even whiteboards containing “restricted or controlled documents” must be removed, erased, or placed in a locked drawer or compartment of some sort when not in use.

Restricted or controlled documents can be anything containing personal information, health records, financial data, or even graded papers if you’re a teacher.

What your business considers restricted or controlled documents will vary, but a clean desk policy ensures protection no matter what.

1. Create a System for Storing Documents

Having a records retention schedule is a great way to ensure you won’t build any clutter, especially when working from home.

Certain businesses have to keep records for a set amount of time. Even if this isn’t the case, you should create a system for retaining, storing, and destroying documents.

In your home, this could mean keeping a lockbox or filing cabinet near your desk to store documents. Once a week—or at the end of every workday—be sure to organize the records by category, or any system that fits your recordkeeping.

After a set amount of time (this will depend on how long you need to retain any documents), the documents may need to be moved or destroyed.

Creating a records retention schedule will keep all of that on track so you don’t have to think about it after your home office feels like a never-ending wall of documents.

2. Which Documents are Worth Keeping?

We’ve defined important work documents as anything containing personal information, health records, financial data, or anything relevant to your career.

But what about personal records? What’s worth keeping? Where should you keep them? How long should you keep those?

Important home documents worth keeping could include your passport, annual tax return (And receipts if you’re self-employed or a business owner!), birth certificate, will, social security cards… the list is never-ending.

Again, what you decide to keep is ultimately your choice, but you should keep the longevity of any documents you hold onto in mind.

3. Create a System for Shredding Documents

Disposing of documents may feel scary at first, but it’s necessary to manage your home office. A document destruction policy is just as important as a clean desk policy. Talk to your company to find out their document destruction policy. Should you bring documents into the office once a week or once a month to add to the shredding bin?

If you need help with records keeping, retrieval, and destruction, contact us today. We’ll help you implement a clean desk policy, as well as find you the best option for your home office or business.

What to Do with Checks After Mobile Deposits

While it may not be one of the most used forms of payment anymore, accepting checks at your business is a smart move. Checks have lower fees than credit card transactions, and they allow people to buy your products and services if they don’t have a credit card or cash on hand.

Technology today even allows you to deposit the checks without going to the bank. You can do this through mobile deposits. If you use this service, you may wonder what to do with the checks after depositing them. Learning the right way to handle these checks after depositing them is vital for your business.

Continue reading to find out what to do with checks after mobile deposits.

Keep the Checks for 30 Days After Making the Deposits

Even though you can instantly deposit a check through your bank’s mobile app, it may not be deposited into your account for days or weeks. 

The mobile deposited check will still need time for the check to clear, and some banks place holds on checks for a few days or weeks. 

It’s a good idea to hold on to the check for at least 30 days or until you’re sure that the check has cleared and the funds have been posted to your account.

While you wait for the check to clear, place the checks somewhere secure like your safe to protect them while you wait. Write “DEPOSITED” in big letters on the front of the check to avoid redepositing them or in case the check falls into the wrong hands. 

Keeping them longer than needed increases the risk of them falling into the wrong hands and puts your customers at risk for identity fraud or being out more money.

How to Safely Get Rid of Deposited Checks

After the checks have posted to your bank account, what should you do with these deposited checks? As with any banking document or anything with personal information, it should be securely destroyed.

Offsite shredding services provide a way to get rid of deposited checks safely. This service also helps to destroy other documents that contain sensitive, personal details.

A company that offers this service collects your documents and shreds them offsite with other documents making it impossible for anyone to put back together. 

What to Do With Checks After Mobile Deposits

Now that you know what to do with checks after mobile deposits, contact us to set up offsite shredding services of your mobile deposited checks and other confidential documents. 

Check out our website or give us a call to learn more about the services we offer.