10 Reasons to Outsource Your Paper Shredding To a ...

Whether it's customer/client details, financial records, proprietary company information, or employee files, most organizations eventually find themselves in possession of sensitive information. Often, a large percentage of that data is stored on paper.

If you are looking for more details, kindly visit our website.

The responsibility of protecting that information falls solely on the business. Unfortunately, paper is an incredibly insecure way of storing it.

While many businesses have tried to reduce their reliance on paper, some paper processes are unavoidable.

The result is a gradual accumulation of sensitive paper documents.

However, holding onto these documents longer than necessary increases the risk of a confidentiality breach, a devastating scenario for any business.

Thankfully the solution is simple: Implement strict data retention policies, and regularly purge documents that fall outside those policies.

One of the most efficient and effective ways to do so is to use a professional shredding service.

1. Legal Compliance

Securely destroying documents containing PII or PHI is the law. Numerous state and federal laws protect the personal data of U.S. residents. The FTC (Federal Trade Commission) enforces actions against businesses that fail to protect personal information.

Additionally, federal statutes like HIPAA regulate the healthcare industry, while FACTA targets financial services industries.

A document destruction service uses equipment, employee training, and processes specifically designed to ensure compliance with these legal requirements.

Read our article for more information about data privacy laws and compliance.

2. Enhanced Security

Crimes involving identity theft and information fraud are rising worldwide. Often, these crimes result from improperly handling sensitive personal data.

Seemingly innocuous human errors, like papers piling up next to the shredder, misplaced documents, or improperly shredded materials, are often to blame.

It's not your employees' fault; mistakes happen.

Forcing employees to maintain document destruction protocols places an unfair burden on them and poses a risk to your business and data security.

Professional shredding services simplify your internal document destruction process and move the responsibility of document destruction to a third party. This eliminates human errors, protecting the confidentiality of your data.

3. Reduced Cost

While it may appear cheaper to purchase shredding equipment and handle document destruction yourself, it's rarely the case.

Potential expenses from data breaches, manual labor, equipment, employee training, and ensuring proper protocols can quickly add up.

By outsourcing document destruction to an experienced provider, you pay only for the shredding you need without additional costs for equipment or training.

4. Efficiency

Industrial shredding equipment can process high volumes of documents quickly, especially compared to consumer-grade shredding equipment often found in offices.

Bins full of documents can be securely destroyed in minutes, eliminating the tedious and time-consuming nature of typical "scan as you go" paper shredding protocols.

5. Guaranteed Destruction

To most people, a garbage bag full of shredded materials is an impossibly tangled web of paper strands worth no more than its weight in paper. However, to a dedicated data thief, it’s a treasure trove of potentially valuable information.

Most commercially available shredders destroy paper sufficiently to thwart basic data breaches. However, determined data thieves could reassemble shredded strips using the right technology.

Industrial shredding equipment implements cross-cut shredding, slicing every sheet of paper vertically and horizontally. This results in confetti-like pieces that are impossible to reassemble and mixed with other materials.

6. Added Convenience

The convenience of using a professional shredding service cannot be understated.

Document management and retention are handled for you, easing compliance pressures and lightening your employees' workload.

We deliver secure locking bins to your office for employees to deposit documents for destruction. No equipment to use, no training, and no additional effort are needed. If you want to learn more, please visit our website Tiantai.

Our industrial shredders make quick work of staples, paper clips, and folders, reclaiming employee time previously wasted preparing documents for the shredder. Simply drop them in and walk away.

We return regularly at your preferred interval to destroy documents on-site, allowing you to be present during the destruction process if you wish. Bins are then returned empty, ready for the next shred service. It doesn't get easier than that.

7. Workflow

Incorporating regularly scheduled paper shredding services into your workflow creates simple protocols that help protect sensitive business data.

Distributing secure document drop boxes throughout your office promotes data security best practices, making disposing of confidential documents effortless for employees. This helps you create and implement a shredding policy that is easy to follow and enforce.

8. Documentation

Following every shredding service, SecureScan provides a Certificate of Destruction, an important document detailing your shredding service. This document serves as proof that your documents were destroyed securely and in compliance with data protection laws and regulations.

Using an office shredder to destroy documents in-house provides no record to demonstrate what was shredded, when, where it was disposed of, and by whom.

In case of an audit or lawsuit, your business will struggle to demonstrate compliance with laws designed to protect proprietary information.

9. Reputation

Your business’s reputation is one of its biggest assets. Customers assume businesses will maintain the confidentiality of their personal data.

Data breaches can be devastating to a business's reputation, degrading customer trust for years.

Why risk homegrown shredding solutions when you can hire a company to handle the process and ensure customer data is properly destroyed?

10. Environmentally Friendly

Choosing a shredding company with a “no landfill policy” ensures that your paper materials are recycled after shredding.

While sustainability may not be the top reason to use a shredding service, it’s a nice perk.

Most reputable shredding companies work with recycling facilities to ensure nothing goes to waste.

All shredded materials are transported to a local recycling plant to be processed and reused to create new paper products, reducing waste.

The process takes place without compromising confidentiality, under strict surveillance and security. The materials are reduced to their components, with no recovery of any information possible.

Conclusion

No matter what volume of paper shredding your business needs, the choice is clear: Hiring a professional paper shredding company can alleviate your paper problems. Protect your data by incorporating regular shredding visits into your document management routine or schedule a one-time bulk shredding service to purge unnecessary documents.