5 Reasons to Outsource Your Office Shredding

Think you can handle your office shredding? Well, maybe you can, but if you read our last post on information security then you will know that compliance is not an issue to be taken lightly. Here’s why we think you should out-source your office shredding:

1) Strip shredding is not secure
The smaller types of shredders found in many offices shred documents into vertical strips, which can be easily reassembled. Professional information destruction organisations use cross-cut shredders which make documents virtually impossible to reconstruct.

2) Time is valuable
It has been estimated that it takes an employee five hours on average to shred 23kg worth of documents, compared to just under a minute taken by a professional shredding organisation. How much does that employee’s time cost you, when they could be focused on their core tasks?

3) Shredding is a tedious chore!
Many office shredders cannot shred staples or multiple pages simultaneously which turns a straightforward task into a drawn out chore. Not only does this cost more in terms of employee time (see the above point), it also means shredding is put to the bottom of the “to-do” list and potentially sensitive documents are left unsecured.

4) Personal shredding does not make you compliant
In the event of a data breach or privacy violation, it is likely that your business will be asked to provide proof that the information was securely destroyed. By using an in-house office shredder, this simply isn’t possible but a credible third party should always issue a Certificate of Destruction.

5) People – and machines – have memories
Think about it: your in-house shredding is delegated to the office junior which means potentially sensitive and confidential information is passing through their hands. And what happens to your computer and photocopier hard drives when you decide to upgrade or recycle? Hard drive destruction is proven to be the only 100% secure way to destroy data from hard drives permanently which clearly cannot be undertaken in-house. Limit exposing your sensitive information to untested sources by employing a third party.

If you decide to use a third party “data processor” you should :

  • Understand that your organisation remains responsible for the protection of the personal data and not the third party.
  • Establish a written contract outlining what can be done with the personal data and how it will be protected
  • Ensure the level of protection is sufficient to meet your organisation’s compliance with the DPA
  • Take reasonable steps to monitor that the security measures are put into practice

Look for a professional provider that offers:

  • On site and off site information destruction services.
  • Secure storage options for confidential data, including locked security consoles
  • Powerful shredding machines that can quickly destroy large volumes of paper, using cross-cut shredding technology.
  • the ability to witness the destruction process if required.
  • a Certificate of destruction

Ben Johnson Ltd have teamed up with Shred-It to offer cost-effective shredding services that comply with all the above advice. If you would like to find out more, or want to book a free audit then contact your account manager today on 01904 698 698.

    Posted in Workplace Supplies - 2nd June, 2015

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