In today’s digital age, it’s easy to forget that physical documents still pose a significant security risk. From financial records to confidential client information, businesses handle a vast array of sensitive data that could lead to serious consequences if mismanaged. Many companies attempt to shred documents in-house to reduce costs, but here’s why hiring a professional document destruction company is a much wiser choice for businesses.
Compliance with Laws and Regulations
One of the most critical reasons businesses should consider professional document destruction is compliance. Depending on the industry, companies are required to follow strict privacy laws and regulations, such as the General Data Protection Regulation (GDPR) in Europe or the Health Insurance Portability and Accountability Act (HIPAA) in the United States. These laws govern how confidential information should be handled, stored, and destroyed.
Failure to comply can lead to severe legal penalties, fines, and reputational damage. Professional document destruction companies are well-versed in these regulations and provide certificates of destruction to verify that documents were properly destroyed. This can offer peace of mind and a paper trail to show auditors or regulators that proper procedures were followed.
Improved Security and Confidentiality
Shredding documents in-house often leads to security vulnerabilities. Employees may not always be as meticulous or trustworthy when it comes to handling sensitive information. Even well-meaning employees might forget to destroy all copies, leave shredded materials unmonitored, or fail to use a shredder with adequate security levels. Low-grade office shredders typically cut documents into long strips, which can be easily reconstructed by someone with malicious intent.
Professional shredding companies use industrial-grade shredders that ensure a higher level of security. These machines cut documents in a “cross-cut” pattern making re-assembly next to impossible. Additionally, professional services typically have strict chain-of-custody procedures in place, ensuring documents are securely handled from pickup to final destruction.
Cost Efficiency
At first glance, shredding documents in-house might seem like the cheaper option. After all, why pay a company to do something you could do yourself? However, this calculation rarely takes into account the hidden costs associated with in-house shredding.
First, there is the cost of purchasing and maintaining shredders. Office shredders can wear out quickly if used heavily, leading to frequent repairs or replacements. Then there’s the time spent by employees feeding documents into the shredder—a slow and tedious process. Employees might spend hours every month on shredding, which means they are not focusing on their core tasks, resulting in lost productivity. Shredders produce a lot of dust, making for an uncomfortable work environment and the dust may damage adjacent equipment.
Professional document destruction companies can offer more cost-effective solutions, particularly for businesses that need to shred large volumes of documents. They have the equipment and manpower to handle destruction efficiently, often at a fraction of the time and cost it would take an in-house team.
Environmental Responsibility
Shredding in-house often leaves companies with piles of shredded paper that need to be disposed of. Many businesses are not equipped to recycle this material, meaning it often ends up in landfills. Professional document destruction companies, on the other hand, typically have environmentally friendly practices in place. After shredding, SecureShred will recycle the paper, ensuring that your company not only complies with regulations but also supports sustainability efforts.
Hiring a professional document destruction company offers businesses peace of mind, increased security, legal compliance, cost savings, and environmental benefits. While in-house shredding may seem like a convenient option, the hidden risks and costs make outsourcing to professionals a much smarter decision in the long run. Protecting your business’s confidential information is not an area where cutting corners is advisable, and professional shredding services ensure that nothing is left to chance.
