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4 Ways Outsourced Paper Shredding Helps Your Business
Paper shredding is an important part of proper document management. And shredding your documents in-house is certainly better than not shredding them at all. But your in-house shredding process is not the most secure and efficient way to dispose of confidential documents. Here we highlight four ways outsourced paper shredding helps your business.
1. Saving Time and Money
Take a minute to assess your current in-house shredding process. When paper records are no longer needed, you head over to your office shredding machine. The shredder is turned on. You remove your documents from the file folder or binder and a number of other steps follow:
- Removing staples, paper clips and sticky notes
- Separating documents into easily-shredded portions
- Feeding the paper through the shredder
- Emptying the shredding receptacle
- Cleaning up the mess
While shredding, you may also have to clear a paper jam or two, adding unexpected time and frustration to the process. When all is said and done, shredding a single file can take several minutes-and employees’ time would likely be better spent on productive, revenue-generating tasks. Factor in employee wages and benefits plus depreciation, electricity and maintenance costs on your shredder, and operating an office shredder may cost more than you think.
But you have a choice. Outsourcing the paper shredding process enhances your business productivity and reduces your document disposal costs. A professional shredding and destruction service can shred your documents in a fraction of the time it takes to use an office paper shredder. When secure collection containers are placed in your office, documents can be securely disposed of in seconds rather than several minutes, allowing you and your staff more time to focus on your core tasks.
2. Protecting Client Privacy
Identity theft is on the rise, and every business is a prime target for criminals hoping to gain access to confidential client information. Unfortunately, in-house shredding processes don’t fully protect client information from falling into the wrong hands. Sensitive records may not be destroyed promptly. Often, documents containing sensitive personal information are tossed in the trash or recycled whole without first being destroyed. Then, bags of shredded paper are often disposed of in dumpsters, leaving sensitive information vulnerable to theft.
Fortunately, using an outsourced paper shredding service helps you protect your clients’ privacy by providing secure, reliable, and complete document destruction. On-site or off-site shredding is scheduled according to your document disposal needs and offers:
- Strict chain of custody procedures
- Industrial-grade document destruction
- Screened, professionally trained shredding technicians
Shredded material from multiple businesses is then combined, making it impossible to reconstruct your company’s client information.
3. Ensuring Compliance
HIPAA, FACTA, SOX, GLB and GA Senate Bill 425 all contain provisions that require businesses to verify their information destruction processes. Using an office shredder to destroy confidential documents does not provide a verifiable record of regulatory compliance.
A professional paper shredding service will provide you with a Certificate of Destruction after your documents have been destroyed. This document verifies the date, time, and method of destruction. A Certificate of Destruction serves as documented proof that your information has been destroyed securely and in compliance with state and federal privacy protection laws.
4. Protecting Our Planet
Your company has already committed to reducing waste and implementing green practices, so you may be wondering if you can maintain information security and remain eco-friendly at the same time. The answer is yes! An outsourced shredding solution aligns with your efforts to protect our planet by ensuring that 100% of all shredded material is recycled. After paper is shredded, it is collected in large bales and shipped to an authorized recycling center.
Records Management Center provides professional shredding and destruction solutions for businesses throughout Augusta, Evans, Thomson, and Martinez, GA, and Aiken, SC and the Central Savannah River Area. For more information, please contact us by phone or complete the form on this page.