When I was young I used to collect all sorts of things: cd’s with my favorite music, magazine articles for things that interested me, coins, DVD’s, gadgets from my holiday’s destinations and even matchboxes for a short while. The reason is obvious: it was the simple desire to store and preserve everything that made me happy or brought to me good memories from the past. Well, it is a habit I kind of miss since I grew up a little bit. I remember the joy and the feeling of satisfaction every time I felt like updating or even checking on one of my boyish collections. It was a true feeling of joy!
What does it mean to grow up? Well, it means that the necessities of life knock at your door at some time (along with the pleasures of the adult life that is). A necessity of adult life couldn’t be other than the need to gather and preserve data that concern your professional life. You might need to do it by yourself if you are an accountant that works from home. Or, you might need to do it for your company if you’re one of the lucky ones that has his own office downtown (in the times of high rates of unemployment around Europe, yes, this is what I call luck!).
How many times a company had to face devastating results in the light of a mismanagement of its data? I guess it must be many! Nowadays especially, the need of a company to store its data in an appropriate way it’s not only a necessity directed from the need to operate smoothly and efficiently but it is also a matter of stricter regulations and policies concerning data management and archive storage. E.U. recent regulations have generated heated discussions concerning the issue. Nevertheless, what matters in this case is not how things should have been but how one can adjust to new realities.
Iron Mountain provides excellent services for document storage. The company simply gathers the documents and stores them to their off-site storage facilities. Web services offered by the company provide an easy and quick access to your archive. What is more, you can label, search and of course request a retrieval of documents at any time. Iron Mountain has over 1.000 storage facilities around the world and has been operating on the field since 1951. Now, this is what I call a safe choice if you want to guarantee business continuity for your own company!
Apart from storing data and information though, there is also another necessity. It consists of the simple fact that some data, some information, needs to be destroyed. And this is another sensitive issue that has been thoroughly discussed by everyone concerned: individuals, companies, institutions and governmental agencies. It goes like this: some information is valuable (it could costs millions sometimes!) and some other is simply, from a point onward, confidential waste, meaning simply waste. And these are confidential waste that a company must get rid of.
In addition, by being waste it means that you need to make proper use of them! The world we live in faces a problem, we all know it: it is the single most crucial problem this planet faces and will need to face in the future and it’s the ecological one. I will put it bluntly: if we want to imagine that sometime from now in the future normal life will still go on than we really need to start protecting the environment. In other words, your confidential waste must become recycling material and obviously this is a job that needs to be handled professionally.
Many companies choose to outsource the job of destroying their data in order to keep up with data destruction requirements and ecological concerns. Usually, they are provided with locked consoles which are emptied on a regular basis by the external company’s stuff. The waste will be 100% recycled. In addition, a small company that wishes to avoid signing a contract, it can request on-demand shredding services by another company. That means that they can use their services whenever is needed as a small company probably doesn’t need to deal with huge amount of information and confidential waste that is.
This whole issue is all about responsibility and transparency in case you didn’t get it. I only hope that most companies will comply with all of the the rules and regulations…