The Paper Gap in Your Cybersecurity Plan

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Businesses across Spokane invest thousands in firewalls, multi-factor authentication, and endpoint protection software. Then they leave patient files on a desk overnight and toss old hard drives in a storage closet. Attackers and opportunists do not care which format your data comes in. They simply go after the easiest path, and physical documents and devices often win that race.

Your cybersecurity plan probably addresses network threats in detail. But what about the printed report sitting on the conference room table? Or the USB drive someone dropped in a drawer three years ago?

Digital Protection Is Only Half a Security Program

Most written security policies stop at the network edge. Your IT team locks down servers and monitors for intrusions. Meanwhile, paper records and retired media fall outside their scope, and nobody officially owns them.

Regulators and auditors evaluate both digital and physical security. HIPAA, FACTA, and state privacy laws in Washington do not distinguish between a database breach and documents found in a recycling bin. A violation is a violation, regardless of format.

Compliance training must cover both sides of your security program, not just password hygiene.

Where Physical Information Gets Exposed

Paper Left in the Open

Desks, printers, conference rooms, and recycling bins are common exposure points. After-hours cleaning crews, visitors, and even well-meaning employees can access sensitive information that was never properly secured.

Records With No Retention Schedule

When organizations lack a clear retention policy, staff keep documents indefinitely by default. Files pile up in cabinets and offsite storage, creating a growing liability that nobody actively manages.

Our records services help businesses in Eastern Washington establish retention schedules and manage their physical archives responsibly.

Retired Hard Drives and Backup Media

Old laptops, external drives, phones, and backup tapes sit in closets long after their useful life ends. Wiping software leaves data recoverable. Reselling or donating equipment without physical destruction creates unnecessary risk.

Files in Transit

Documents moving between offices, healthcare providers, legal firms, and storage facilities face exposure during transport. Chain of custody matters just as much as destination security.

Five Steps to Close the Gap

Build a retention schedule and destroy what is past its date. Define how long each document type must be kept, then dispose of expired records systematically.
Adopt a clean desk practice with locked collection containers. Employees should never leave sensitive documents visible. Secure collection containers placed throughout your facility make proper disposal simple.
Use verified destruction with a certificate for every service. Choose vendors that provide chain of custody documentation and certificates of destruction. Accountability protects you during audits.
Physically destroy drives and media instead of wiping or reselling. Software wiping is not enough. Complete hard drive shredding ensures data cannot be recovered by any method.
Train staff once and reinforce it annually. People are your weakest link or your strongest defense. Make physical security part of onboarding and regular compliance refreshers.

Bring Physical Security Into Next Year’s Plan

September and October are budget season across Spokane and the Inland Northwest. Add scheduled shredding, media destruction, and offsite storage as line items rather than reacting to an incident later. Planning ahead costs less than responding to a breach.

How DeVries Supports Both Sides of Your Security Program

DeVries Business Services holds NAID AAA Certification, the highest standard in the secure destruction industry. We offer scheduled and one-time shredding, hard drive and media destruction, secure records storage, and complete chain of custody documentation.

Our team serves businesses throughout Spokane, Eastern Washington, and Northern Idaho with locally based service and personal accountability.

Call us at (866) 433-4691 or complete the form on this page today!

Frequently Asked Questions

What is the paper gap in cybersecurity?

The paper gap refers to the vulnerability created when businesses secure their digital systems but neglect physical documents and retired media. Most security plans focus exclusively on network threats while leaving paper files, old hard drives, and backup media unprotected. This creates an easy target for data thieves who simply bypass your digital defenses.

Do compliance regulations cover both paper and digital records?

Yes. HIPAA, FACTA, and Washington state privacy laws apply to information in any format. Regulators do not distinguish between a database breach and documents found in a dumpster. Your organization is responsible for protecting sensitive information whether it exists on a server or in a filing cabinet.

Is deleting files from a hard drive enough before disposal?

No. Software wiping and file deletion leave data recoverable using forensic tools. The only way to guarantee data cannot be retrieved is physical destruction of the drive itself. Professional shredding services crush drives into pieces too small for any recovery method.

How often should we schedule document shredding in Spokane?

Most businesses benefit from weekly or monthly scheduled shredding service depending on document volume. Regular service prevents sensitive papers from accumulating in offices and ensures consistent compliance. One-time purge shredding works for cleanouts or projects, but ongoing protection requires a regular schedule.

What is NAID AAA certification?

NAID AAA certification is the highest standard in the secure destruction industry. It requires third-party audits of operational security, employee screening, chain of custody procedures, and destruction processes. Choosing a NAID AAA certified provider gives you documented proof that your vendor meets strict security requirements.