Thursday, April 26

5 Best Practices with Paper Shredding

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If you have a business, you will have all kinds of documents and files which you’ve collected and kept for years. Sometimes, you may no longer require them. You can’t just throw them in the trash or into recycling bins. This poses a security risk. You need to dispose of them properly. You can do this yourself, which is time-consuming, or you can hire a company that provides this service.

The shredding company you go with must comply with all legal obligations in document destruction. Let’s take a look at how to choose a shredding service provider.

1. Customer Support

Customer support is always going to be an important part when choosing a company for any service. You want to know that customer support is available when you need it. Sometimes, you may have an emergency and if nobody is around, it can cause a panic.

When you’re looking for a paper shredding service, make sure to check out their office hours as well as their service hours. Some companies have service hours that coincide with regular office hours (9 to 5), so this is not really the best choice. You need to go with someone who has longer service hours. There must also be several options to get hold of customer support, such as email, phone and fax.

2. Customer Service & Support Must Be Good

Even if a company is available past general office hours, if their customer service is poor, it’s just a matter of time before you start looking elsewhere. For any company that offers poor customer service and support, they will quickly find that they will lose business.

Now with the power of social media, word can spread faster than a wildfire. They must have good management skills, be good communicators and be knowledgeable about their products and services. This is important for you, since shredding has legal and security issues.

3. Security

A shredding service must make security its top priority. This means that the people they hire should be responsible and would have had background checks and no criminal records. They should also be wearing a photo ID. Make a point of trying to find out about this. Check to make sure they are NAID certified (National Association for Information Destruction). Find out if they will also do on-site destruction. That means, they will destroy all sensitive data right there on your premises, which reduces security risks even further, since it’s being done in front of you.

4. Security Consoles

Find out if they offer you the convenience of security consoles. This is meant for storing your sensitive documents and this should be provided free of charge. These consoles must be of good quality and if possible (assuming you need it), they should be able to provide you with more than one.

5. Pricing

Look into how pricing works and if they are willing to work with you. Do they offer more than one payment plan? Ask about whether you will be charged an extra fee for fuel or if everything is one flat fee with no hidden charges.

You should be provided with a certificate when destruction is complete. If a company is really good and experienced, you should be able to ask them advice on what your legal obligations are. They should be knowledgeable on legal issues and advise you, so that your company isn’t penalised for anything.

At the same time, you should do a bit of research so that you arm yourself with some knowledge as well, so when you ask questions, you know enough and can tell if the shredding company is giving you proper answers or not.

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Greg Flynn

Staff writer / Web curator / Beanie hat enthusiast

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