Document Destruction Services – Tempted by Free Shredding? DIY Shredding Might Not Be Best for Your Business!

If you’re part of a business that needs to destroy documents on a regular basis, it might be tempting to try to do it all yourself.  Why pay for document destruction services if you can just buy a big shredder and do everything in-house?

Well, that certainly is an option,  but it might not be as cost-effective as you think.  There are risks, and expenses associated with in-house shredding that official document destruction services can mitigate. Here are some of the most prominent issues that can come up.

Five Ways In-House Shredding Can Incur Unexpected Costs

1 – Ineffective Shredding

Many in-office shredders only do single-pass strip-cuts, and that is inadequate for actual document destruction.  Strip-cut documents are relatively easy to reassemble, and you would still be responsible if miscreants obtained protected information by digging through your trash.

On the other hand, professional-grade document shredders can reduce your files to confetti which is unrecoverable.

2 – High Volume Means Low Efficiency

Few in-office shredders can handle more than a few documents at a time.  That means during times of high volume, such as tax season, you could potentially be paying someone a lot of money to stand around feeding paper into the machine all day.  And do they have to pick out any staples, paperclips, and other objects?  That just adds to your expenses.

3 – No Documentation

In many areas of business, you are required by law to be able to produce official Proof of Destruction that your shredded documents were properly handled.  This can be very difficult to accomplish if you’re doing it all in-house!  On the other hand, professional document destruction services can provide notarized proofs which will stand up to any legal challenge.

4 – Maintenance

Don’t forget that shredder will need regular maintenance – particularly if you’re putting a lot of stress on it.  That just adds further to the extra costs involved in DIY shredding.

5 – Got Computerized Media?

Obviously, you can’t put hard drives, discs, or USB sticks through a shredder, and safely disposing of those creates a slew of new logistical challenges.  On the other hand, professional document destruction services can handle both paper and computer media.

Get Effective and Affordable Destruction Services

Hot Shred provides safe, confidential, and bonded document shredding to businesses across Texas.  Contact us today to discuss how we can help you save money on document destruction.

To Shred or Not to Shred? Six Best Practices for Corporate Document Shredding

CORPORATE DOCUMENT SHREDDING

Corporate document shredding is serious business!  Whether or not you hire professionals like Hot Shred to handle your document destruction, it’s vital that businesses of every size stay on top of their document-shredding needs.  Failure to do so potentially opens your business up to liability, regulatory investigation, or worse.

Here are some best practices to keep in mind when it comes to corporate document shredding.

Six Best Practices for Corporate Document Destruction

1 – Understand that your trash is NOT private or protected.

Since 1998, it’s been the law in America that trash cannot be considered private.  If someone “dumpster dives” and can retrieve protected information from your garbage, that’s going to be considered a failure on the part of your business.

2 – Know the regulations for your industry

Nearly all businesses have set regulations regarding data\document storage, as well as which documents must be destroyed and after how long.  There are far too many regulations to discuss in a blog, but it’s vital you understand which regulations pertain to your business, so you can adhere to them.

3 – Recognize and flag all documents with sensitive information for destruction

If it contains private information regarding a customer or member of your staff, it will need to be shredded or otherwise destroyed.  This includes documents including:

  • Social security numbers and\or Tax IDs
  • Dates of birth
  • Medical records
  • Bank records
  • Old identity cards
  • Travel documentation, such as passport records
  • Resumes
  • Tax forms
  • Utility bills

If the document could potentially be used in any sort of identity theft, it needs to be thoroughly destroyed.

4 – Have a regular corporate document shredding schedule

Document destruction should not be a “when we get around to it” thing.  Have clear policies in place and a regular schedule for document destruction, to help ensure that it always happens when it needs to.

5 – Remember that hard drives and solid-state drives must be destroyed as well

If your data is digital, the drives holding the data should be wiped or destroyed on a regular basis.  Degaussing (de-magnetization) and crushing are the most common options.  Remember that any “delete”, or “format” command done within an Operating System will not actually destroy the data.

6 – Consider a corporate document shredding service

Professional services can handle all this and more while ensuring you have full legal documentation of the destruction.  Contact Hot Shred today for a cost estimate!