Outsourcing Document Security to Third-Party in Dubai
Document storage and management have adopted newer and better technologies. With growing data each day, new effective mechanisms have come into the picture. One such idea that has enhanced the global economy is outsourcing. For many years, outsourcing has been a less known phenomenon. But with the high amount of data accumulation and documentation, it has become everyone’s need.
The very first thought of outsourcing began back in the Industrial Revolution Era. With massive business growth and a rapid increase in demand, a third-party intervention was required. Outsourcing was one such alternative for meeting the high production rate needs.
By the end of the 20th century, companies started to focus on the subsidiary areas of a business. New strategies and plans were laid out to reduce the expenses. Companies hired other companies that took care of the basic needs of human resource management, data processing, information security, mail distribution, and more. However, these companies are not involved in the core functions of running a business.
Each company today has access to major companies across the world. Be it communications or trade, all operations can be carried out with ease. Due to this very reason, a company is enabled to use outsourcing services from other parts of the world.
What is Outsourcing?
In simple words, outsourcing means to assign the jobs of a company to outside individuals, organizations, or workers. It is a method of not involving any organization employee directly in the job.
Since the past three decades, outsourcing has become a common trend in business organizations. Assigning a specific job function to an outside company instead of involving self-organization people are becoming more popular. Be it a small, medium-sized, or large company, each is dependent on outsourcing for work to cut the costs of their companies.
With time, outsourcing has been accepted by almost every business type. The productivity of business and reduction in cost is dependent on outsourcing. There are many types of outsourcing.
- Manufacturing outsourcing
- Project outsourcing
- Operational outsourcing
- Professional outsourcing
- Information technology outsourcing
- Process outsourcing
What is Outsourcing document security?
Using outsourcing for the management of documents in electronic or paper form is not surprising. For most companies, document management is inconvenient. It affects other functional operations of the company. Most of them are aware that poorly organized documents affect the efficiency of work. Mismanagement and handling issues can lead to the loss of a substantial piece of information. Experts with knowledge of handling data and getting rid of unwanted data are required urgently at such places.
To manage effectively, they join hands with outsourcing services. The people they provide for content management have abundant knowledge, experience, and a holistic approach. They play an influential role in the management and control of data in your company. The efficient management of documents can positively affect your business growth.
After realizing the significance of document management in a company, you must take the necessary steps to find a trustworthy outsourcing service group. With countless benefits, secure your data in the most effective way.
In easy to understand words, management of documents is the storage and maintenance of devices and documents that are significant to company’s reputation. The internal workers of an organization are responsible for the productive document management systems. However, giving this responsibility to a third party can reduce your workload.
Document management is a big task. Many companies ignore the fact that content management is an integral part of their work. If they are incapable, or inexperienced, to manage it most effectively, they should hire professionals. Outsourcing is one such way that enables business owners to focus more on the core of their business functionalities.
How Outsourcing benefits your future?
The foremost benefit of outsourcing document security is the reduced chances of data theft.
Protection from Internal Infiltrator
No internal infiltrator has access to confidential documents. Any mishandling after hiring a firm saves your internal workers from liabilities.
Find Best Solutions for Company
When you choose the right partner to outsource, you can spend more time identifying the best solutions for your company. The firm can identify the loopholes and design suitable strategies that fit your requirements. On outsourcing document management, business owners can redirect their complete attention to the core operations of the company.
Cost-effectiveness
Outsourcing is a brilliant approach to a cost-effective work process. It saves your employees from management. It enables you to spend your budget on other necessary areas.
Clear office space for more room
Once the document management outsources start to handle your files and documents, you get a lot of space. The documents are collected as soft files or in the form of paperwork. The firm ensures that regular cleanup of unwonted files takes place.
Less Employees More Work!
Save your human resource from managing documents all the time. There is less number of employees needed for effectively managing the files. You will be provided with the best managing workers by the outsourcing company.
Expert Management by trained Officers
The outsourcing firms provide well-trained and expert managers of documents. The experience and skills of the professionals ensure effective handling of all types of files. The software and hardware are under expert supervision.
Compliance with Regulatory norms
Outsourcing companies comply with industry rules and regulations. They handle materials quite well. They revise every document before destruction or storage.
Reports Generation
Every business platform needs an outsourcing firm. These firms are efficient in producing daily, weekly, biweekly reports of document management. The organization, auditing, validating reports is a time-consuming process, and firms manage this quite efficiently.
Keep document copies
Outsourcing firms not only get rid of the old unwanted files, but they also have methods to store unwanted files efficiently. They can produce copies of the original document.
Enhanced Workflow in Business
It enhances the workflow of the business. The tasks and work pressure of the core employees is reduced. Outsourcing is suitable for all types of businesses and industries.
Improved Privacy and Security
The outsourcing of document management provides security to its best level. Most business owners hire firms to ensure privacy protection. Due to rising demands, outsourcing companies have adopted state-of-the-art security packages.
Outsourcing your document management system can affect your security system positively. Business owners might think that any simple approach can boost security, reduce cost, and save time. But that is not an ideal solution in the long run. They might think that keeping document security under their direct control will protect it.
91% of business firms feel vulnerable to data threats. However, 90% of the breaches occur due to human error and malicious interference of an insider. There are potential threats within on system and organizations. Trusting a third party or employees who are working in the security department is a better idea.
According to a survey in 2016, companies and owners feel more vulnerable to data threats due to inside attacks. 58% of threats occur due to privileged users, 45% of attacks came from the executive management side, 39% due to contractor accounts, and 35% due to service providers’ accounts.
So one can deduce that most companies that trust insiders pose grave security threats.
Some unavoidable numbers that would change your perception about corporate security are
- 30% of malicious insiders are white-collar criminals working in the management of documents.
- 49% of small businesses have adopted a secure process for the destruction of documents
- 39% of small businesses have zero policy in finding the storage and disposal of confidential documents.
- Around 56% of executives believe that organization workers are the infiltrators in security.
- 82% of executives believe that they were a scapegoat for at least one incidence of a data breach in 2016.
- The average cost of a data breach in a company is estimated to be around $3.62 million.
Office Risks and Vulnerabilities
There are many possible risks present in your office. Privacy protection can only be guaranteed when you thoroughly check your office area.
Work desks
The most open and vulnerable space in your office is work desks. A disorganized table with documents lying in a mess can pose a significant problem. Anyone can sneak into your office and steal files for illegitimate work.
Printing tray
The documents and papers lying around in the printer area can be the source of a threat. The files/papers can be picked up by anyone from the tray. Some printers have internal memory cards that can create a document copy. Keep a check on this vulnerability.
Trash bins
The files and documents directly tossed into the dustbin can be a dangerous risk. Anyone can walk in and pick up the so-called "trash" and use it for unlawful activities.
Mobile phones and electronic devices
Mobile phones and memory cards are easy to carry since they are portable. Storing data in them can be a bad idea. Devices can be lost or stolen. There are many methods to access devices by unauthorized means and invade security.
Mobility
Work from home, hotels, or coffee shops is vulnerable to data theft. The network connection available at these sites can be fraud/insecure. Anyone could barge into your device and steal confidential data.
With so many vulnerabilities within the office, do you still believe that your business has guaranteed security?
The simple answer to this is a straight NO. The outside intervention is needed to take care of the document's privacy at all the time. Outsourcing for effective processing and handling of information,
Do you know that 43% of C-suites and 46% of SBOs feel less confident about destruction systems of paper and electronic media! If you also feel the same, it is time to take some serious action.
How to handle the right way?
The present scenario of a workplace is challenging. None of the business houses have gone paperless yet. Each day more confidential information and data are generated and stored in both electronic and paper formats. This situation is challenging for both handling the information and storing it. The duration from the moment the data is generated to the time it is accessed is critical. The situation remains vulnerable until the data files are destructed permanently when no longer needed.
Various businesses have adopted visible methods for handling the documents. More secure methods for saving a document from mishandling have been employed.
Some of the risks that may affect your business are given here.
1. Doing nothing
Doing nothing to save your document from data theft is the biggest mistake. Relentlessly ignoring the security breach situations is a significant threat to your business growth. A security-rich environment can save your company from irreparable damage.
2. Interior shredding
Getting rid of the paper documents within the company premises with the help of interior employees could be a bad idea.
The employees are untrained to carry out such a serious task of secure document shredding.
The employees are unaware of the confidentiality of the documents. They know less about what is valuable and what’s not.
The process is very time taking. The employees involved in shredding documents can spend more than the required hours. Hence, the productivity of the company significantly reduces.
The machines for shredding used in institutions usually strip-shred the documents. The strips can be recreated and assembled to identify the original paper-format. It is a less secure method.
The mountainous pile of documents awaiting shredding is left unattended until the employees have the time to shred them. This long gap of no shredding increases the opportunities for data theft.
The distributed responsibilities of the staff members in the company are very unprofessional. Each task remains incomplete, and the documents are left unattended. This way, the documents remain in a more unsecured environment.
3. Recycling and Reprocessing
Whenever the documents are not needed anymore by any company, they are entirely tossed into the dustbin for destruction. However, this can be a bad idea. The confidential information is just lying around in the recycle bin and vulnerable to threats.
Employees should be well-trained to decide if the files need to be reprocessed/recycled, or they need to be crushed. Leaving confidential information into the office dustbins is not secure at all. Any malicious insider could walk in and grab any of the classified files from the dustbin.
So how to handle the paperwork efficiently at the office?
4. Outsourcing Document Security
Outsourcing document destruction is the ideal method for secure document management.
Companies have specialists who handle secure document destruction effectively.
The services are provided on-site, within the company to ensure privacy and zero risks.
Each offer by the outsourcing firm is customized according to the specific needs of the customer.
The shredding technology using the huge shredding trucks can destroy every bit of paper within hours. All the destructed paper is reprocessed for producing biodegradable products. The service providers operate on both paper documents and electronic devices with confidential data.
In this method, productivity is high as the document destruction is handed over to a trained specialist.
This way, focus your energy on the core principle task at your company. Leave all your worries on an adequate organization that functions to provide the best security services.
Choosing the trustworthy partner
So now, if you are fully ready to choose an outsider with the most critical task, you need to be completely assure of it. You are going for outsourcing to eliminate the risks of document theft and not increase the chances of a data breach.
Some of the tips you should remember while choosing a service provider that effectively manage and secure your company data are given here.
Experts in the field
Consciously assess every service provider before choosing them. Understand the working areas of the security experts. Ensure legal compliance.
Locked consoles
Hire those service providers that come along with secured locked consoles for collecting the documents over time.
Secure and safe destruction
Hire only those service providers who collect the documents and instruct them in front of your eyes. They should carry it out within the office area.
Handheld technology
Outsourcing firms that use handheld technology to document all the destructed materials from your company for shredding.
Latest technology
Using up-to-date technology, including cross-cut shredding by the firm
Electronic devices
The firms should also help in getting rid of the electronic storage devices and permanently destroying every single piece
Private shredding
The material collected from the office should be shredded within the office in a secure area with limited access to individuals.
Recycling
After guaranteed destruction, shredded materials should be sent for recycling and creating new products for customer use.
Compliance
The firm should understand the regulatory guidelines regarding privacy. It should comply with security requirements.
Certificate of destruction
After 100% destruction of secured documents and materials, a destruction certificate must be provided to the company assuring secure destruction
NAID certified
Make sure that the firm you have hired is certified with NAID.
Advantages of Outsourcing
Give serious thought to outsourcing your document security. It is necessary for saving your reputation and name in the market and also because it is lawful.
There are countless benefits to outsourcing. Some of the inevitable advantages include the following.
1. Improved security
A truthful fact that outsourcing document management can significantly improve security. The security offered by outsourcing firms is way better and equipped than the protection provided at your own office. The storage locked consoles provided by them can only be accessed by them during destruction. No insider or outsider can interfere with the organization's confidential data.
2. Improved organization
When you completely hand over the documents' responsibilities to an outside firm, you can only expect the best from them. The employees maintain the documents in a very organized manner. They are professionals who impartially store the documents and provide the necessary security. The difference between confidential and non-confidential documents is clear to them. They understand which ones are for destruction and which ones can be reprocessed for later use.
3. Improved productivity
The outsource document security providers make sure that they spend most of their time handling your paperwork and devices. They take over the complete management of paper documents and saves your employees time from such a hectic task. Keeping your interior workers free from document security and management system can significantly increase productivity.
4. Cost-effectiveness
Outsourcing firms are highly affordable. They charge only for what you avail from them. It is very convenient to hire a document security firm for small and medium-sized business owners. They allow you to spend the budget on more valuable operations of the company.
5. Tailored Services
Understand the needs of your company and convey them effectively to the outsourcing firm. The firms will design their working pattern depending upon your requirements. This way, you can save everyone's time and money.
6. Meeting the challenges
Outsourcing firms have experts in their team. They are dedicated to their field of knowledge. They assess and analyze the loopholes within your company and provide a strategic solution to get over them. They work as equal partners for your company’s bright future.
7. Relieve the pressure
It is not feasible to expect perfection from your employees. However, you can train them about hygienic security environment and management of confidential documents.
Even after training and teaching, employees may not be confident about document security. Try to save your human resources for the work they are great at doing. An outside firm with experts at affordable rates can take in all that management pressure. Take security reports from them regularly. As you grow in business, you would require more outsourcing firms to associate with your business. It is better to get started now and understand how the two of you can work in a coordinated manner.
EndoShred Approach for Layered Security
By choosing to work with EndoShred, you make the lives of thieves difficult. We make sure that you get effective services for security. Our firm is the best outsourcing organization for safeguarding company data from security breaches. Our multi-layered procedure of management and security are well-received in Dubai. The methodology adopted for secure document destruction ensures a complete safeguard.
Paper shredding
By shredding every last bit of paper, we eliminate every single bit of data threat. The destruction is accomplished in a secure environment.
Key features
- Legal compliance
- Enhanced security
- Better and secure internal environment
- Reduction in guesswork
- Improved sustainability
- Reducing eco-friendly products from recycling
Electronic device shredding
The magnetic tapes, hard disk, memory sticks, compact disc, flash drives, and more such electronic devices holding confidential data is destroyed absolutely by us.
Key features
- Legal compliance
- Improved security
- Secure internal environment
- Zero traces of data
- No recreation/recovery or copies of documents
Clean desk scheme
Every department of a company has a working desk that constitutes heaps of documents and files. It is very critical to keep those files in a safe environment. Hence, the clean desk system encourages frequent cleaning up of tables and workspace.
Key features
- Improved security
- Improved organization of documents
- Reduced clutter and mess
- Ensured awareness among workers
- Increase in productivity
Why choose us EndoShred for Outsourcing?
- Customize your shredding plans according to requirements.
- Tonnes of paper shredding in an hour using high-speed shredding trucks.
- Call us and plan your shredding whenever it is convenient to you.
- Totally safe and secure end to end process for document destruction.
- Cost-effective partnerships, save your budget amount
- Ensured Sustainability due to recycling of paper
- Professionals for carrying out shredding process
The substantial benefits of partnering with EndoShred
- Safely destroy all the unwanted files in a single attempt
- Annual certificates and awards from recognised institutions for eco-friendly gestures
- Save company money from penalty and legal traps
- Give up your stress and relax
