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The Hidden Costs and Risks of In-House Shredding

In a world filled with identity theft and business fraud, it is vital to destroy old documents which contain confidential information. Most corporate paper shredding programmes, however, turn out to be inefficient and unsafe. Here we highlight the hidden costs and risks of in-house shredding.

In-house shredding is time-consuming

Having your own employees shred old documents would seem to make sense and save money. In practice, however, it ends up increasing labor costs and decreasing efficiency.

Your staff have to take time away from work to destroy files, and in the process, cannot perform activities that actually generate revenue for your company. Employees must remove staples, paper clips and rubber bands from files before shredding. Sheets of paper often need to be hand-fed into the shredder. The waste receptacle has to be emptied frequently.

Even without a paper jam or other maintenance issues, shredding a single file can take several minutes. Over time, an in-house shredding program ends up costing your company much more than the purchase price of the office shredding equipment.

A professional shredding service can help your organisation stay productive and profitable by streamlining document disposal for your employees. Instead of standing over a shredding machine feeding in pages, your employees can quickly deposit old files into secure destruction collection containers and get back to work.

Documents aren’t destroyed on time

Considering how much time it takes to shred in-house, it’s no wonder your employees may be tempted to skip document destruction entirely. When your confidential business information isn’t destroyed promptly, however, it creates a whole other level of risk for your company.

The Data Protection Act requires timely document disposal. A key requirement of the law is, “Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or purposes.”

Failure to comply can result in criminal prosecution or monetary penalties of up to £500,000. Unfortunately, many in-house disposal methods do not ensure timely and thorough disposal of confidential data, which can lead to non-compliance issues for your organization.

Office shredders don’t destroy confidential documents beyond recognition

Instead of eliminating privacy breach threats, office paper shredders actually create more risks. Most paper shredding machines don’t sufficiently destroy confidential documents beyond recognition. Many people simply recycle the contents of their shredding receptacles. Often thieves will pick up bags full of shredded material from a recycling bin, and use computer programs to reconstruct the documents.

With a professional paper shredding service, however, the risk of destroying sensitive information with a paper shredding machine is eliminated. Secure, locked collection containers take the place of shredding machines in your office.

On a scheduled or “as-needed” basis, professional document technicians collect your document containers and all material inside is destroyed with industrial-grade shredding equipment. Professional shredders render your information unidentifiable and impossible to reconstruct.

In-house shredding programs lack verification processes

Your company may have to prove it is compliant with legal information protection requirements. A shredding machine does not provide any proof that data has been destroyed. A professional shredding solution, on the other hand, provides a Certificate of Destruction noting the time and date of shredding at the completion of every service.

Don’t wait until a privacy breach has occurred to upgrade your document disposal procedure. Now is the perfect time to replace your costly and high-risk in-house shredding programme with a secure, reliable and cost-effective professional document destruction solution.

Archive Document Data Storage (ADDS) provides secure destruction solutions for businesses throughout London, Bristol, Bath, and Swindon. For more information, please contact us by phone or complete the form on this page.

The File Queen: Expert in Record & Information Management, LPM Columnist.

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