A “do-it-yourself” (DIY) philosophy can be a great way to cut costs. But relying on a DIY approach for every business task could expose your company to unforeseen risks. Paper shredding is a perfect example. Here we discuss the risks of—and an alternative to—DIY destruction.
Having your employees shred confidential information on company time is expensive. Costs begin adding up the moment you buy your first paper shredder from the local office supply store. Some of these costs are hidden. For instance, in addition to purchasing the machine, you have to pay your employees for every minute they spend shredding confidential documents. And because paper shredding machines are notoriously slow and problematic to use, your organization’s labor costs can quickly skyrocket.
Even before shredding begins, the following items have to be removed from files:
Then documents have to be separated into small portions before they are hand-fed into the shredder. After you shred a few files, the shredding receptacle has to be emptied. If you also add up the time it takes to fix the inevitable paper jams and other maintenance issues that arise, DIY shredding hours quickly add up—using time that should be spent on generating revenue for your company.
Your employees already know how inefficient and costly DIY destruction is. Each time they have to shred a document, they are left with less time for core responsibilities. No wonder so many companies are dealing with privacy breaches caused by frustrated staff tossing sensitive files in the recycling bin instead of shredding it. It only takes one negligent action with one document to cause a catastrophic privacy breach.
It’s difficult to ensure legal compliance with DIY destruction. Canada’s Personal Information and Electronic Documents Act (PIPEDA) states that all private organizations collecting personal information have a responsibility to protect it, including both paper and digital records.
Unfortunately, DIY destruction programs lack information disposal monitoring procedures to verify that expired invoices, contracts and customer records are destroyed properly and at the right time in their lifecycle. Each PIPEDA violation could result in criminal prosecution and/or fines of up to $100,000.
Information destruction is too important to be a DIY project. Alternately, a professional paper shredding service ensures your information is destroyed properly, promptly and in compliance with the law.
First, lockable shredding consoles replace your paper shredders, facilitating easy and secure disposal of confidential documents with just a flick of the wrist. Files can be quickly dropped through the console’s slot in a matter of seconds, along with the attached file folder, staples, stick notes, etc. Then, on a scheduled or as-needed basis, your consoles are collected and all material is destroyed according to the highest information security standards. It’s a destruction solution that helps you stay PIPEDA compliant, eliminate privacy breach risks, and saves your company time and money.
Shred Guard provides NAID AAA Certified shredding and destruction services for businesses throughout Atlantic Canada. For more information, please contact us by phone or complete the form on this page.