There has been a significant decline in the number of organisations managing shredding in-house in recent years. As a result of the tightening up of privacy regulations and the need to better manage data, large numbers of businesses have now switched to working with a professional shredding partner for peace of mind. However, some still handle shredding in-house and there are a number of issues that can arise for those who are attempting to do this.
Disposing of confidential documents in a secure manner
Confidential documents become vulnerable when employees are handling internal shredding requirements, the process may entail giving them access to documents and data they otherwise might not see. This can create significant vulnerabilities for the business in terms of broader exposure of sensitive information.
Increasing business efficiency
A professional shredding service is set up to manage the process quickly and efficiently. In-house this is simply not the case and it makes take two or three times as long to remove staples, shred, deal with the confidential waste etc. Plus, if you’re asking employees to handle shredding you are reducing the amount of time they will spend on what they are actually being paid to do.
It’s a secure process
There are many issues that can arise where security is concerned if you’re shredding in-house. For example, the process of shredding may be done carelessly or without of date equipment that leaves data vulnerable. A lack of precautions over handling of shredding waste can mean that it ends up in the wrong hands – for example, if it is simply added to regular bins it can be retrieved by dumpster divers.
The Green effect
If you want to go green, go professional. From the energy that shredders use to the lack of access to a proper recycling plant, it’s rarely the most environmentally friendly option to shred in-house. Working with a professional shredding service ensures that your document waste is fully recycled and that the process of shredding is being managed as sustainably as possible.
Chain of Custody
It’s difficult to prove transparency or chain of custody when it comes to data management. If you are working with a professional shredding partner you will have a traceable document destruction programme, including chain of custody, that you can produce to show evidence of caution with respect to destroying sensitive data. If this is being managed in-house it’s often difficult to prove when, or how, documents were disposed of or to establish accountability for any mistakes.
Shredders are costly and often noisy too. Shredding in-house means that your business is responsible for capital investment in equipment, as well as ongoing maintenance. Shredders can also create an unpleasant environment in which to work, as they can be noisy and dusty when in use. If you’re using a professional shredding service then you don’t have to manage the equipment or deal with the shredding process itself.
These are just some of the reasons why it makes a lot of sense to switch from handling shredding in-house to working with a professional shredding service.