It's a problem we all face as adults: stacks of papers we want to discard but contain personal information, posing a potential risk if not properly disposed of. Unfortunately, safely destroying these documents isn’t as straightforward as it might seem.
In this article, we’ll explore how to destroy sensitive documents in a safe and convenient way.
Documents That Should Be Destroyed
First, the obvious: Documents with sensitive information should never be thrown straight into the garbage, as it could be easy for prying eyes to steal that information and your identity. Destroy documents that include information such as your:
Social Security number.
Tax information.
Credit card and banking information.
Driver's license ID number.
Insurance information.
Medical information.
You should also consider destroying documents with less obvious identifying information. For example, a pre-approved credit card offer addressed to you could still be used to steal your identity, as it has your name and address on the envelope. For that reason, even certain junk mail should probably be destroyed.
How Trustworthy Can Help
You can keep your documents more secure if you never have paper documents to begin with. Wherever possible, we recommend switching to electronic documents from the companies you do business with. Then you can safely store those digital versions on Trustworthy. Our platform uses world-class security practices and infrastructure to keep your data safe.
Best Ways to Destroy Paper Documents
There are many different ways to destroy documents you no longer need. Some are more obvious and environmentally friendly than others.
Get a Paper Shredder
If you don't already have a paper shredder at home, it's a good idea to invest in one. This is one of the safest and simplest ways to keep your paper information safe.
Shredders come in various types, including strip-cut, cross-cut, and micro-cut, with micro-cut offering the highest level of security by shredding documents into tiny particles.
Pay a Company to Destroy Documents
If you have a high volume of paper documents that would take too long to destroy yourself, consider using a service that completes this task for you. You'll want to be sure of their reputation, of course, as it could be a risk to hand over a large volume of sensitive information to another party.
Other businesses like FedEx and UPS frequently offer document destruction services as well. Also, banks and other companies offer free shredding events from time to time.
Censor Specific Information
There's a good chance many of the documents you have need only small omissions to make them safe for disposal. Use a black permanent marker or a hole punch to censor information such as your Social Security number or tax ID number. On the downside, this could be very time-consuming if you have a high volume of documents with lots of sensitive information.
Soak Documents in Water
Another solution if you don't want to shred each document one by one? Submerge your documents in water until they are pulpy and easy to destroy.
You could do this by filling a plastic bag or trash can with water, or putting papers in the bathtub. You can add a biodegradable soap to help break down the paper fibers faster. This solution may be messier than other alternatives.
Make sure to dispose of the pulped material in accordance with local recycling regulations to stay environmentally friendly.
Burn Documents
This is an option if you have a fireplace or a safe area in which to burn documents, such as a fire pit. Check local regulations regarding open burning, as many areas have strict laws to prevent fire hazards and air pollution. When burning documents, use a controlled environment like a metal barrel or a fire pit, and make sure the fire is completely extinguished after the process to prevent any lingering risks.
Burning is not ideal for the environment because it releases additional carbon dioxide, so consider this a last-ditch option.
When to Destroy Sensitive Documents
Some sensitive pieces of information shouldn't be destroyed until after a certain period of time. This is especially true for documents related to your taxes, and other important pieces of information like your homeowners insurance. Here’s how long you should hold on to this important information before destroying it.
Tax Statements
According to the IRS, you should keep specific tax records for the following amount of time before destroying them:
Income tax returns: generally three years.
Income tax returns, if you did not report income that you should've reported: six years.
Claims for losses from worthless securities or bad-debt reduction (bankruptcy): seven years.
If you didn't file a return or if you filed a fraudulent return: indefinitely.
Employment tax records for the years after the date that tax becomes due or is paid (whichever is later): four years.
Other Statements
Bank statements:
Most paper copies: one year.
Paper copies related to tax deductions: three years.
Credit card statements:
Statements that don’t include tax-related expenses: 60 days.
Statements that do include tax-related expenses: three years.
Monthly mortgage statements:
For tax-related purposes: three years.
Homeowners and car insurance policies:
Until you receive new policies.
Utility bills:
One year.
Keeping track of mountains of paper might feel overwhelming at first. Knowing when and how you should destroy important documents will help keep your family’s important information safe and leave you feeling organized and ready for anything.
In addition to handling physical copies of your documents, remember that securely destroying digital versions of sensitive information is just as important. Simply deleting files from your computer does not erase them permanently. Use certified data destruction software that overwrites data, making it unrecoverable, and ensure you regularly update your digital security practices.
We’d love to hear from you! Feel free to email us with any questions, comments, or suggestions for future article topics.
Trustworthy is an online service providing legal forms and information. We are not a law firm and do not provide legal advice.
