Tax Season Is Here: Protecting Sensitive Records — on Paper and in Electronics

February is the heart of tax season. W-2s, 1099s, payroll summaries, and financial reports are actively being handled, copied, stored, and reviewed. For many organizations, this is when some of the most sensitive information of the year is in motion.

What often gets overlooked is that this information doesn’t live only on paper.

Tax Data Lives in More Places Than Filing Cabinets

Tax and payroll information exists across multiple formats, including:

• Printed tax forms and reports

• Scanned documents and digital archives

• Old computers used by HR or finance staff

• Retired laptops and desktops replaced during upgrades

• External drives and backup devices

While many organizations focus on shredding paper records, outdated electronics holding sensitive data are frequently stored, donated, or recycled without secure destruction.

Upgrading and Cleaning Up Can Create Hidden Risk

February is also a time when offices begin to clean out storage areas, replace older equipment, and prepare for audits. During these transitions, it’s common to see:

• Boxes of outdated tax records set aside for “later”

• Old computers or printers pulled from service

• Electronics stored temporarily without a clear disposal plan

• Devices recycled without verifying data destruction

Even if a device no longer works — or a document looks damaged or outdated — the data inside can still be recovered.

Protecting Information Is About Care and Responsibility

Valentine’s Day is a reminder that trust matters. For businesses, protecting sensitive information is one of the clearest ways to demonstrate care for employees, clients, and partners.

That care extends beyond shredding paper. It includes responsibly e-cycling electronics that may contain confidential data, ensuring nothing ends up exposed through improper disposal.

Showing you care means:

• Securely shredding tax and payroll documents once retention requirements are met

• Ensuring electronic devices are destroyed or recycled securely

• Maintaining chain of custody for both paper and electronics

• Protecting people — not just complying with regulations

February Is the Right Time to Act

As tax season continues and winter lingers, February is an ideal moment to:

• Review paper records that should be shredded

• Identify electronic devices that should be securely e-cycled

• Clear out outdated tax and payroll files

• Reduce risk before audits and spring cleanouts

SecurShred provides secure document shredding and responsible e-cycling services for organizations across Vermont, New Hampshire, New York, Massachusetts, and Maine.

This February, protecting sensitive information means looking at the whole picture — paper and electronics alike — and ensuring both are handled securely, responsibly, and with care.