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Document storage and disposal

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					 Document storage and disposal
Target Audience: General Managers
Training Tip: Ask the audience if they are familiar with proper records management?
Ask a member of the audience to share a story about a record that they needed but could not find because their
storage room was unorganized.

Main Content: This program is designed to introduce General Managers to the importance of proper records
management techniques.


One of the critical information security risks for hotels            Storing all sensitive documents as well as back-up
is physical documents, which may contain personally                  tapes in a locked, secure area is the best way to
identifiable information of guests and employees.                    decrease your risk of having personally identifiable
Hotels generate a lot of paper documents! Know the                   information stolen. For instance, if you store your
guidelines when it comes to proper records                           audit packs in an unlocked, easily accessible room,
management including storage, retention, and                         these documents can be easily stolen or lost. If the
disposal.                                                            audit packs end up in the wrong hands, you could be
                                                                     opening the door to identity theft for each guest listed
Document Destruction and Disposal                                    in your documentation. Due to the magnitude of risk,
Documents that may contain sensitive, financial, or                  you should restrict access to records to key
personal data should be shredded.              Personal              personnel only. Additionally, you should consider
shredders can be placed throughout your back office                  placing security cameras in or near document storage
to shred credit card information or other financial data             rooms in order to monitor activity in the room.
that may have been printed. Or, you are free to
choose an off-site document destruction supplier in                  It is also a good idea to maintain logs of files and
your area who will have multiple options for onsite                  boxes of documents you are retaining. Once you
shred bins they can bring to your hotel to use to hold               have a master list of what should be in your secured
sensitive information you want destroyed that does                   storage room, perform periodic checks to account for
not need to be retained. IHG has a corporate                         the files and boxes to ensure they have not been
agreement with Iron Mountain who offers secure off-                  stolen or lost.
site document destruction. Discounts are available if
you work with IHG Corporate to obtain preferred                      Also, while working with documents which contain
pricing with Iron Mountain.                                          sensitive information, be smart and do not leave them
                                                                     unattended. Lock them away in a desk drawer while
Additionally, destruction of sensitive information does              you are away.
not stop at just documents. After their useful lives,
destroy hard drives and other data media that may                    Off-Site Storage
contain sensitive data.                                              Sensitive data should not be stored in self-storage
                                                                     facilities or at employee homes. You should store
Keeping records at your hotel                                        your paper and electronic documents in a secure
Even though some documents produced at your hotel                    environment. Consider contracting off-site storage
contain personally identifiable information, there is                with a records management provider. You are free to
not a hard and fast rule that all documents with                     consult with vendors in your area or you can easily
sensitive information should be shredded. There are                  work with IHG Corporate to obtain preferred pricing
legal and governmental requirements governing the                    on off-site document storage with Iron Mountain. IHG
retention and disposition of certain types of records in             has a corporate agreement with Iron Mountain who
your hotel such as audit packs, key logs, and payroll                will give you the functionality to manage your records
registers, for example. At your General Manager                      online and maintain access to them 24 hours a day, 7
training, you should have been provided example                      days a week. Plus, they do all the work for you and
retention guidelines for some hotel related records. It              will pick up your records and drop them off when you
is important to understand the implications of not                   recall them. This is a much safer option for your
abiding by document retention requirements as you                    records which may contain sensitive information.
are creating a threat to your property if these records              You should avoid transporting sensitive information in
are not available for litigation, subpoenas, or                      employee cars or on public transit as this can open
governmental investigations.                                         the door to theft or even unintended damage.




                              For more information visit us at www.ihgmerlin.com/informationsecurity
 Document storage and disposal

Quiz

1. Which of the following is an option for shredding               5. You should be familiar with legal and
documents?                                                         governmental requirements governing the retention
                                                                   and disposition of certain types of records in your
        A. Personal shredding machine.                             hotel.
        B. Obtain an onsite shred bin from an off-
           site document destruction supplier.                               A. True
        C. A & B.                                                            B. False
        D. None of the above.
                                                                   6. What is the best way to decrease your risk of
2. You can easily work with IHG Corporate to obtain                having personally identifiable information stolen?
preferred pricing for secure off-site document
destruction.                                                                 A. Take all sensitive documents home.
                                                                             B. Shred everything.
        A. True                                                              C. Store sensitive documents and back-up
        B. False                                                                tapes in a locked, secure area.
                                                                             D. All of the above.
3. Destruction of sensitive information does not stop
at just documents. After their useful lives, destroy               7. Which of the following is a way you can reduce
hard drives and other data media that may contain                  risk with your records management?
sensitive data.
                                                                             A. Maintain logs of files and boxes.
        A. True                                                              B. Do not leave documents with sensitive
        B. False                                                                information unattended.
                                                                             C. Install security cameras near document
4. Not all documents with sensitive information                                 storage rooms.
should be destroyed immediately upon use.                                    D. All of the above.

        A. True                                                    8. You can easily work with IHG Corporate to obtain
        B. False                                                   preferred pricing on off-site document storage.

                                                                             A. True
                                                                             B. False




                            For more information visit us at www.ihgmerlin.com/informationsecurity
 Document storage and disposal

Quiz answers

1. (C) To shred documents; you can obtain a personal shredding machine or obtain an onsite shred bin from an off-
site document destruction supplier.

2. (A) True. You can easily work with IHG Corporate to obtain preferred pricing for secure off-site document
destruction.

3. (A) True. Destruction of sensitive information does not stop at just documents. After their useful lives, destroy
hard drives and other data media that may contain sensitive data.

4. (A) True. Not all documents with sensitive information should be destroyed immediately upon use. There are
document retention requirements for some hotel records.

5. (A) True. You should be familiar with legal and governmental requirements governing the retention and
disposition of certain types of records in your hotel.

6. (C) The best way to decrease your risk of having personally identifiable information stolen is to store sensitive
documents and back-up tapes in a locked, secure area.

7. (D) All of the above. You can reduce risk with your records management by maintaining logs of files and boxes,
not leaving documents with sensitive information unattended, and installing security cameras near document
storage rooms.

8. (A) True. You can easily work with IHG Corporate to obtain preferred pricing on off-site document storage.




                            For more information visit us at www.ihgmerlin.com/informationsecurity
 Document storage and disposal

Checklist


                                         Document Destruction and Disposal
   Shred all documents that may contain sensitive, financial, or personal data.
   Work with IHG Corporate to obtain preferred pricing for off-site document destruction.
   After their useful lives, destroy hard drives and other data media that may contain sensitive data.


                                                     On-Site Storage
   Store all sensitive documents as well as back-up tapes in a locked, secure area.
   Restrict access to key personnel only.
   Maintain logs of files and boxes to track any potential losses of data.
   Place security cameras in or near document storage rooms.
   Consider obtaining an on-site shred bin to destroy sensitive information that does not need to be retained.
   Do not leave potentially sensitive documents unattended. Lock them in a desk drawer while you are away.


                                                     Off-Site Storage
   Consider contracting off-site storage with a records management provider.
   Work with IHG Corporate to obtain preferred pricing on off-site document storage.
   Maintain documents in line with the document retention guidelines.
   Avoid transporting sensitive information in employee cars or on public transit.
   Do not store sensitive data in self-storage facilities or at employee homes.




                            For more information visit us at www.ihgmerlin.com/informationsecurity

				
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