You Can Never Be Too Careful: The Value of a “Shred Everything” Policy
Information coming in and out of your company is constantly at risk of being mishandled or stolen. Human error accounts for over 30% of the data breaches that occur in small business. Criminal “dumpster divers” are regularly hunting for personal or private information that can be found in commercial dumpsters or recycling bins. Considering the ever-increasing rates of identity-theft, as well as the increasing number of regulations to protect confidential information, it is far from prudent for any business to simply throw away documents into the trash or an open recycling bin.
There is always a chance that information can fall into the wrong hands — and that your business will be held liable.
It’s a time-consuming task to train employees which documents should be shredded. It also takes time from already busy schedules to force staff to walk to the office shredder and shred documents themselves.
Federal Records Management & Shredding suggests you simplify this task (and protect your business and save time and effort!). How? Direct everyone to assume that all paperwork is sensitive and should never go in the trash. Install our secure shredder containers and implement a “Shred Everything” policy.
Shred Everything policies are becoming the norm for businesses small and large. The benefits include:
- document disposal is simplified
- confidential information is protected
- employees are easily trained
- risk of information breaches is reduced
- risk of regulatory non-compliance is reduced
- paper is recycled (after shredding at the secure facility) instead of going into the waste stream or landfills
Tips for implementing a Shred Everything policy
- make it simple
- work with a licensed information destruction company such as Federal Records Management & Shredding to install appropriate bins and establish a destruction schedule
- educate staff about the importance of the Shred Everything policy
- allow an adjustment period then begin regular security assessments (i.e. checking copiers, faxes, and trash cans for stray documents)
Federal Records Management & Shredding in Fort Wayne is a NSAID AAA Certified document destruction facility. We protect all documents from the time they enter our secure shredding boxes, through being shredded at our secure facility, until they are received at the paper recycling company. We stay on top of compliance regulations to help you protect your business, your employees, and your clients. Call us today at (260) 267-9652 to learn how our easy-to-use — and economical! — procedures can keep you and your business safe from information breaches.
Clean It Up, Clear It Out: Office Clean-Up Day!
At work, most of us don’t have the inclination or the time to devote to purging old documents and files. Work time is for work! However, dealing with files appropriately is an important task that helps a business run more smoothly AND reduces the chance of privacy or confidentiality breaches. It’s also a waste of space, time and energy to keep resources — information, supplies, equipment, etc. — around that don’t contribute to the company’s productivity or mission.
One way to make this important job more appealing is to designate an entire day for the entire staff to engage in an office-wide “purging”. Here’s a suggested Plan of Action to get started:
- Assign one person or a small team to coordinate the day. Most businesses purge unwanted documents at the end of the year. It’s not only easy to remember but coincides with the fiscal year end.
- This team should inventory the types of documents used by your business and
determine rules for what can go in the trash or recycling, what needs to be
shredded, and what should go to long-term storage.
- Establish the day and give everyone notice well in advance (with frequent reminders as the day gets closer). Make it clear that everyone is expected to participate.
- Create user-friendly instructions for document disposal or retention to hand out to all staff. Make especially sure that managers or supervisors understand the rules and can assist staff with questions.
- Arrange for additional recycling and trash bins; arrange for an on-site shredding company or extra bins to transport files off-site for destruction.
- And have some fun!
- Make it a dress down day
- Carry in breakfast and lunch
- Have a contest like “guess how many pounds of paper were shredded”
- Have someone take before and after pictures of the messiest spaces or file cabinets
- Set up a “white elephant” room for unwanted items to be up for grabs, or donated to charity at the end of the day
The team at Federal Records Management and Shredding can provide advice and services to make sure your end of year document purge is handled appropriately. We know all the ins-and-outs of the privacy regulations that affect your business and offer paper shredding and secure hard-drive destruction, as well as secure on-site records retention (with an online inventory system that makes records retrieval easy and fast). Contact Federal Records Management and Shredding today to learn how our services can help make sure your businesses end of year document purge is handled safe and efficiently.
Turn Unwanted Documents Into Recycled Products
Federal Records Management and Shredding in Fort Wayne collects documents containing confidential information that must, by law, be destroyed to protect businesses and individuals. We collect this type of paper from local businesses in a variety of ways; including picking up locked boxes or “toters” from an office on a regularly scheduled basis; or when a business has a records “clean out”, collecting large quantities of documents at a single time and hauling them away in our secure trucks.
Once your documents have entered one of our “toters” or have been loaded onto one of our trucks, they are in what we call a “closed chain of custody” until they end up at the paper recycling mill in Wisconsin. Meaning, we take complete responsibility for keeping those sensitive or confidential documents secure until they have been destroyed.
Once your papers reach our facility — which is locked and security monitored 24/7 — they are emptied into our huge, industrial grade shredder by one of our security screened and AAA certified team members.
Monitored by our staff, the paper is fed up a shoot into the shredder. As the paper comes out finely shredded, it is dumped into a huge bin and then compacted. The resulting bales are are about the size of a compact car and weigh around 1300 pounds. The bales are then loaded onto a pickup truck and sent to our paper recycling mill in Wisconsin.
Fox River Fiber foxriverfiber.com is a NAID (National Association for Information Destruction) certified paper recycling facility that turns post-consumer wastepaper into high-quality pulp. The pulp is then used to make printing paper, writing paper, tissue paper, and even FDA-compliant paper products and packaging. Fox River Fiber prides itself on being a “steward of the environment”: “using state-of-the-art equipment, energy saving strategies, new technology, and certifications with various green-focused organizations.”
Fort Wayne Shredding Company
By trusting Federal Records Management and Shredding with your confidential documents, you protect your business, protect your clients, AND help conserve our planet’s natural resources! It’s a win-win situation. So, next you time you need to destroy confidential documents, don’t just throw it away, shred it! Contact us today to learn more about our confidential shredding services in Fort Wayne and other services to help keep your business private.