The Importance of Shredding Documents for Your Business
Posted on Wed, Jul 22 2015 2:54 pm
by Advantage Business Equipment
Consumers and businesses work
hard to safeguard sensitive data like credit card numbers and bank account
information but are they doing enough. According to Symatac, the makers of Norton,
50% of consumers feel businesses are not doing enough to protect them. Even worse, 8 out of 10 consumers do not trust
retailers to protect and keep their data secure.
When information falls into the
wrong hands, it can be devastating, leading to long-term credit damage for
consumers and reputation problems for businesses. According to the Bureau of Justice Statistics,
more than 16.6
million people fell victim to identity theft in 2012, yet many businesses
still fail to properly safeguard customer data.
Through the use of document
shredders, however, sensitive information can be destroyed beyond recognition
after it reaches the end of its lifecycle. Businesses have a legal obligation
Regulation and the Gramm-Leach-Baily
Act, to protect consumer information. Installing a reliable central office
shredder or convenient desk side shredders along with establishing a clear
shredding policy, is key to compliance and customer protection.
Documents to Shred
Without realizing it, your
employees may be tossing out sensitive documents every day and risking FTC
non-compliance. Establish a policy
to shred any printed material or old files when the information is no longer
needed. Employee-to-client communications aren’t the
only documentation that should be protected. Businesses should also put
policies in place to shred internal communications with vendors, suppliers, and
employee to employee exchanges.
For employers, the key to improving
shredding compliance is to make it as easy as possible for employees to
participate. Shredders should be placed throughout the office in areas where
they’re accessible to employees. If your shredder-to-employee ratio is too low,
however, you may find the equipment will be overburdened, leading to frequent
malfunctions. Offering desk side
shredders in Accounting and HR departments is also highly recommended.
Another solution used by many
large businesses including law firms and medical facilities, is installing one
large industrial shredder and placing secure collection bins throughout the
office. Bins are then collected and
taken to the shredder for processing.
Industrial shredders offer the convenience of processing large amounts
of paper at once. This is perfect for
old case files or bulk medical records.
Many industrial units can process entire three ring binders and up to
600 sheets at once (60 banker boxes an hour). For example the Destroyit
5009 can shred up to 700 sheets per pass.
This makes processing large amounts of paper quick and efficient.
Prices for Industrial Shredders
range from $8000 to $50,000 depending on the motor size and shred capacity.
Many businesses make the mistake
of purchasing small home shredders from office supply at office supply stores. These shredders are generally designed for
home use and aren’t rated for the heavy-duty use required in offices.
When shopping for shredders, the
most important details to look for are:
Shred Size – P3 Cross Cut is the minimum size
considered adequate to securely shred documents. (7/32” x 2”)
Motor Duty Cycle – Closely review your
needs and run time the shredder will operate. Exceeding the motor duty cycle
will shorten the life of a shredder.
Look for continuous duty units for maximum productivity.
Per Sheet Limit – Consider the total sheets
needed to shred at one time. Avoid over
loading the shredder and engaging the auto-reverse feature. Staying within the shredders posted paper
capacity limits will extend its life and limit maintenance calls.
By strengthening your business’s
shredding policies, you can increase security and keep your customers and
employees safe. If you choose the right equipment, you’ll maintain your high
levels of efficiency without putting security at risk.