Paper documents contain a lot of private and confidential information that needs to be properly disposed of for security and compliance reasons. However, shredding paper on an individual basis can be a time-consuming task. This is where hosting a paper shredding event at your office provides multiple benefits. Here are the top 5 reasons why your business needs a paper shredding event.
What Types of Documents Require Shredding?
Documents such as tax records, employee files, customer information, financial statements, contracts and outdated forms with personal details need to be shredded. Leaving these unshredded poses privacy and security risks if they end up in the wrong hands. A paper shredding event ensures proper disposal of all such sensitive documents in a compliant manner.
How Does Shredding Help with Compliance?
Many regulations such as GDPR, HIPAA, and PCI DSS mandate that businesses securely destroy documents containing PII (personally identifiable information) or financial data after a certain retention period. Failing to do so can result in hefty fines. Hosting periodic paper shredding events helps your company stay compliant with data protection laws and avoid non-compliance penalties.
Why Is It Important to Hire a Professional Shredding Company?
While buying a personal shredder may seem like a cheaper option, it is not very practical or secure for large-scale document destruction needs. Professional shredding companies bring heavy-duty equipment that can shred stacks of paper at once as well as destroy hard drives and other electronic devices. They also provide certificates of destruction to maintain a proper audit trail.
Which Types of Shredding Services Are Available?
Shredding companies offer different types of services – on-site mobile shredding, drop-off shredding, NAID certified destruction, etc. Discuss your requirements like volume of documents, preferred shredding method (cross-cut or particle cut), and get tailored service options. Some may also purchase shredded material for recycling.
Is a One-Time or Recurring Event Better Suited?
For businesses that constantly deal with sensitive records, a recurring quarterly or bi-annual shredding schedule ensures documents don’t pile up in storage. It promotes an ongoing culture of secure information management. On the other hand, a one-time event after an office cleanup is good for occasional purging of documents accumulated over years.
Conclusion
In conclusion, hosting paper shredding events delivers multiple compliance, security and environmental benefits for businesses. It provides an efficient way to properly destroy large volumes of sensitive documents according to regulations. Discuss your shredding needs with certified vendors and find the most suitable solution for your company.
FAQs:
How Much Does an On-Site Shredding Event Cost?
The cost depends on volume of paper, service level, location etc. On average, expect to pay $0.05-$0.10 per pound.
Can Shredding Companies Take Non-Paper Items Too?
Yes, many can also destroy hard drives, CDs/DVDs, tapes and other electronic waste for a nominal fee. Ensure they are certified for secure erasure of devices.
What Is the Document Retention Period in My Industry?
Retention periods vary by industry and document type. Consult with your legal team to understand requirements to avoid any non-compliance issues.
How Much Paper Can a Mobile Shredding Truck Hold?
Most trucks have 8-12 foot long containers that can hold 4,000-8,000 lbs of shredded paper. Larger volumes may require multiple pickups.
Can I Watch the Shredding Being Done On-Site?
Yes, for security most companies allow customers and their employees to observe the on-site shredding process before materials are loaded onto the truck.
