Shred on Site

Many businesses rely on internal shredders for document disposal, assuming it’s the simplest, most cost-effective option. But as data protection regulations tighten and operational demands increase, the question arises: should you switch to a professional paper shredder service? The answer depends on several factors including security, efficiency, compliance, and cost.

Let’s compare internal shredding with outsourced paper shredding services, so you can make an informed decision for your organisation.

Why Internal Office Shredding Falls Short

Using an office shredder might seem practical—especially for small teams. But internal shredding often comes with hidden drawbacks:

1. Time-Draining for Your Staff

Shredding paper manually is time-consuming. Employees must remove staples, sort documents, and feed them in small batches. This process diverts time away from core responsibilities and can reduce productivity over time. In a busy office, this becomes a daily disruption.

2. Low Capacity and Frequent Breakdowns

Most in-house shredders are not designed for bulk use. They overheat easily, jam frequently, and struggle with high volumes. As a result, document disposal can get delayed, leaving sensitive information unprotected and exposing your business to unnecessary risk.

3. Gaps in Security

Standard office shredders often produce strip-cut output, which can be reconstructed. Moreover, documents are often left unattended next to machines, exposing data to unauthorised access. There’s also no verifiable audit trail, which is critical in regulated industries.

4. No Accountability or Proof

Internal shredding offers no formal Certificate of Destruction. Without documented evidence, your business has little defence in the event of an investigation or data breach. If you can't prove secure disposal, you may still be considered non-compliant.

5. Maintenance Costs and Downtime

Office shredders require maintenance, repairs, and replacement. These ongoing costs, combined with staff time, often outweigh the perceived savings. Factor in the downtime from equipment failure, and the costs escalate further.

Why a Paper Shredder Service Is Worth the Switch

Switching to a certified paper shredder service can address many of the limitations of internal shredding. Here’s how:

1. Unmatched Security Standards

Professional shredding providers use industrial-grade cross-cut or micro-cut shredders that render documents unrecoverable. Additionally, all documents are collected in secure, locked containers, eliminating exposure and preventing unauthorised access.

2. Full Compliance with UK Data Laws

Under UK GDPR and the Data Protection Act 2018, organisations must dispose of personal data securely. Reputable paper shredder services issue Certificates of Destruction and provide a full audit trail, supporting your compliance and reducing legal risk.

3. Time Back for Your Team

Instead of diverting employees from their primary tasks, you can leave document destruction to trained professionals. This not only frees up staff time but improves overall productivity. Your team can focus on what they do best growing your business.

4. Scalable for Any Size Business

A paper shredder service can handle large volumes quickly and efficiently, whether you’re doing a one-off archive clear-out or need regular collections. The service scales with your document load, so you don’t outgrow your shredding setup.

5. Environmentally Responsible

Established shredding companies, like Shred-on-Site, ensure 100% of shredded paper is recycled. This supports your business’s sustainability goals and demonstrates social responsibility to clients, partners, and employees alike.

Real-World Example: When Good Intentions Go Wrong

Imagine a small law firm that relied on its office shredder. One day, an employee left a stack of documents next to the machine. These included client records containing personal addresses and case notes. During an internal audit, the firm realised that those documents were never shredded—and couldn’t confirm what happened to them.

The firm switched to a paper shredder service. Now, all confidential waste is deposited directly into lockable bins and collected by vetted professionals. Every collection comes with a Certificate of Destruction, and the firm can prove compliance at any time.

Could you afford the reputational hit if client documents were compromised?

What to Look for in a Trusted Paper Shredder Service

When evaluating providers, prioritise those who offer:

• On-site shredding for immediate destruction at your premises
• Lockable bins and consoles for secure document storage
• BS EN 15713 compliance for industry-recognised standards
• BS7858-vetted staff to handle sensitive material
• Flexible collection schedules to suit your business needs
• Certificates of Destruction for every service
• 100% recycling of shredded paper to support sustainability

Also, consider whether the provider offers additional services such as media destruction or branded product shredding. A full-service provider can support broader compliance needs across departments.

FAQs: Switching to a Paper Shredder Service

Is a paper shredder service more secure than using our in-office shredder?

Yes. Professional services use high-security shredding equipment and maintain a secure chain of custody throughout the process.

Will this help with GDPR compliance?

Absolutely. Shredding providers issue Certificates of Destruction and follow secure handling protocols required under data protection law.

Is on-site shredding better than off-site?

Both can be secure. On-site allows you to witness the destruction process directly, while off-site options often handle larger volumes.

What kind of documents should be shredded?

Anything containing personal, financial, or sensitive business information: invoices, contracts, HR records, customer files, etc.

How often should we schedule shredding services?

That depends on your business size and document flow. Weekly, monthly, and one-off services are all available.

Making the Right Call for Your Business

If your organisation is handling sensitive or personal data—and you want to improve security, reduce risk, save staff time, and stay compliant with UK data laws—the answer is yes. A professional paper shredder service provides a secure, efficient, and legally compliant solution to document destruction.

As a manager, you’re trusted to protect what matters. Don’t leave that to a £99 shredder.

It’s not just a convenience. It’s a business-critical safeguard.

Partnering with Shred-on-Site, the UK’s leading independent paper shredding company, gives you peace of mind. As a principal member of the BSIA, we offer secure on-site shredding, fully vetted staff, and a documented audit trail to keep your operations compliant and efficient.

Speak to our team today about how our paper shredder services can simplify compliance and protect your organisation’s future.