When it comes to document shredding, many businesses are unaware of the importance of secure shredding services. Not only is secure shredding necessary for protecting your business data, but it’s also required by law in some cases.
In this article we’ll provide an overview of commercial shredding and why it’s important for businesses. We’ll also discuss the different types of secure shredding services available and how to choose the right one for your company.
What is document shredding?
Document shredding is the process of destroying documents so that they can no longer be read or reconstructed. This is usually done by cutting the document into small pieces with a paper shredder.
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Secure shredding services provide an additional level of security by ensuring that the shredded documents are disposed of properly.
There are many reasons why businesses need to shred documents.
- It’s important to protect your company’s confidential information. Sensitive data in the wrong hands could be used for identity theft or fraud.
- Shredding documents can help prevent data breaches. If an unsecured document is lost or stolen, it could be used to gain access to your company’s network or customer data.
- Shredding documents is often required by law. For example, many businesses are required to shred financial documents and records.
Why a DIY approach is not a good idea
Many businesses try to shred their documents themselves to save money. However, this is not a good idea for several reasons.
- It’s time-consuming and difficult to shred a large volume of documents.
- It’s not always possible to destroy the documents completely, which could leave your company vulnerable to data breaches.
- If you don’t dispose of the shredded documents properly, you could be fined.
UK law includes document disposal requirements
The UK Data Protection Act requires businesses to take steps to protect people’s personal data from being lost, destroyed or stolen.
When disposing of documents that contain personal data, you need to make sure they’re shredded properly so that the information can’t be reconstructed.
You also need to ensure that the shredded documents are disposed of in a secure way, such as by using a shredding company that offers a secure disposal service.
Certified document shredding companies
When choosing a shredding company, it’s important to make sure they’re BS EN 15713 certified.
This certification is a voluntary European standard that shredding companies can use to show they’re providing a secure shredding service.
Certified companies must adhere to strict security standards and procedures. This gives you peace of mind that your documents will be properly destroyed and disposed of.
Presentation of destruction certificates
Once your documents have been shredded, the shredding company should provide you with a destruction certificate.
This certificate proves that your documents have been destroyed in a secure manner and can be used as evidence if you’re ever audited by the UK Information Commissioner’s Office (ICO).
This certificate proves that your documents have been properly destroyed.
How to comply with document shredding laws
If you’re not sure how to comply with the UK’s document shredding laws, you can get help from a professional document destruction company.
They will be able to advise you on the best way to destroy your documents and ensure that they’re disposed of securely.
What happens do your documents once they’ve been shredded?
Once your documents have been shredded, they’re taken to a secure facility where they’re recycled.
This ensures that all of the confidential information contained in the documents is destroyed and can’t be accessed or used by anyone.
Two main types of document shredding services – on-site and off-site
On-site document shredding services
On-site secure shredding is when a shredding company brings a mobile shredding truck to your location and destroys the documents on site. This is the most secure option because it ensures that your documents are properly destroyed and disposed of.
With on-site shredding fewer people handle documents, your documents are never left unsecured and you can watch the destruction process. Mobile shredding trucks are equipped with industrial-strength shredders that can destroy large volumes of documents quickly.
Off-site document shredding services
Off-site shredding is when the documents are taken to a secure facility and destroyed there. This option is less secure because it means that your documents are handled by more people and they’re not destroyed in your presence, the documents are usually shredded within 24 hours.
How to choose the right shredding service for your company
When choosing a shredding service for your company, there are several things you need to consider.
You need to think about how much confidential waste your office has and how often you need the shredding services. If you have a large volume of confidential waste, you might want to consider using a commercial shredding service. This is because it’s more efficient and you can be sure that your documents are properly destroyed.
If you have a smaller volume of confidential a one-time document shredding service is probably a better option. Generally it’s less expensive and the documents will be shredded within 24 hours.
You also need to think about what type of confidential waste you have.
If you have sensitive or confidential documents, you need to make sure they’re shredded in a way that meets the requirements of the UK Data Protection Act.
This means they need to be shredded into very small pieces so that they can’t be reconstructed. If you’re not sure what type of confidential waste you have, you can get help from a professional shredding company.
They will be able to advise you on the best way to destroy your documents and ensure that they’re disposed of securely.
You many also wish for the shredding company to be near you, so that you can view the shredding process.
Regular collections or one-off service?
Another thing to consider is whether you need a regular commercial shredding service or a one-off service. If you have a lot of confidential waste, you might want to consider using a regular shredding service. This is because it’s more efficient and you can be sure that your documents are properly destroyed.
If you only have a small amount of confidential waste, you might want to consider using a one-off service. This is because it’s less expensive and the documents will be shredded within 24 hours.
Cost of document shredding
The cost of document shredding services varies depending on the company you use, the type of service you need and how much confidential waste you have. On-site shredding services generally cost more than off-site shredding services.
If you don’t have a huge amount it may cost as little as £200 a year. However you are probably more likely to be looking at anything between £40 to £100 a month. Some businesses think they can save money by using a free document shredding service, but this is actually a false economy.
Free document shredding services are usually not as reliable or as secure as paid-for services. This means there’s a risk that your confidential documents could end up in the wrong hands. Paid-for confidential waste disposal services are more secure and reliable. This means you can be sure that your confidential documents will be destroyed properly.
When choosing a confidential waste disposal service, it’s important to consider the security of your confidential documents. Paid-for services are more secure and reliable, so they’re worth the investment.
Conclusion
Document shredding is a vital part of protecting your company’s confidential information.
The company should provide you with a destruction certificate as proof that the documents have been shredded.
If you’re ever audited by the UK Information Commissioner’s Office (ICO), you can use this certificate as evidence that you’ve complied with the Data Protection Act.
Frequently asked questions
The cost of document shredding depends on the volume of confidential waste you have and how often you need the service.
Most types of confidential waste can be shredded, including paper documents, computer hard drives, CDs and DVDs.
The time it takes to shred documents depends on the volume of confidential waste you have.
Yes, you can usually watch your documents being shredded if you use an on-site shredding service. This is so you can be sure that they’re properly destroyed.
No, you don’t need to remove staples or paperclips before shredding.
The shredded confidential waste is usually recycled.
You should shred your documents as soon as they’re no longer needed.
Yes, you need a destruction certificate if you’re ever audited by the ICO.
You should ask for a destruction certificate when you use a shredding service.
The Data Protection Act is a UK law that sets out how personal data must be collected, used and destroyed.
Yes, you need to comply with the Data Protection Act if you have confidential waste.
The penalties for not complying with the Data Protection Act can be up to £500,000.
You can search for shredding companies online or in the Yellow Pages.
You should look for a shredding company that is registered with the ICO, has a destruction certificate and offers confidential waste disposal services.