When it comes to disposing of paper documents, is the office shredder often overlooked? Do your employees seem reluctant to use it, even when they have sensitive paperwork to shred? Understanding the reasons behind this avoidance can help you create a more secure and efficient workplace.
There are several valid reasons why your staff might shy away from using the office shredder. Let’s explore some common challenges they face:
1. Perception of Responsibility
Many employees may think, “That’s not part of my job description.” With their primary responsibilities occupying their minds, shredding documents often falls to the bottom of their to-do lists. When staff members view shredding as an additional task rather than a necessary part of their workflow, it’s easy for important documents to pile up instead of being securely destroyed.
2. Frustration with Equipment Performance
If your employees are faced with a shredder that struggles to keep up with the volume of paperwork, frustration is inevitable. Office shredders are notorious for jamming, overheating, and having limited capacity—often able to shred only two or three sheets at a time. When staff members encounter these issues, they may choose to avoid the shredder altogether, opting for less secure disposal methods.
3. Inconvenience of Location
The physical location of the shredder can also deter employees from using it. If the shredder is located far from their desks, employees may find it easier to toss documents in the recycling bin instead. With the average office worker using approximately two pounds of paper daily, the distance to the shredder can feel like a significant obstacle. The convenience of a nearby SecureShred container may win out over the effort of walking to the shredder.
4. Disruption from Noise
The loud noise generated by shredders can create a disruptive environment, especially in open office layouts. Employees might feel self-conscious about the noise they create when using the shredder, fearing they will disturb their coworkers. Additionally, shredders can become overheated and stop functioning, leaving documents stuck and creating further frustration.
The Hidden Costs of In-House Shredding
While purchasing an office shredder may seem like a cost-effective solution, it can actually lead to higher expenses in the long run. Here are a few factors to consider:
- Waste Management Challenges: With trash cans are readily available, employees may not prioritize shredding documents that contain sensitive information. Each piece of paper poses a potential security risk, and relying on employees to discern which documents need shredding can lead to lapses in security. Establishing a practice of shredding all sensitive materials is essential to preventing data breaches.
- Operational Costs: The frustration caused by slow, noisy, and frequently jamming shredders can significantly impact employee morale and productivity. Maintenance costs can add up, as shredder blades require regular servicing or replacement. This not only consumes time but can also detract from your team’s ability to focus on their primary responsibilities.
- Security Risks: Documents that are tossed aside or left unattended while awaiting shredding pose a severe risk. If employees avoid the shredder, sensitive information may become exposed, leading to potential data breaches.
A More Effective Solution
Outsourcing your document destruction needs can provide a more efficient, cost-effective, and secure solution. By partnering with a professional shredding service, you can alleviate the burden on your staff and enhance overall security. Look for a shredding company that is a NAID member, complies with local, state, and federal privacy laws, and offers secure collection containers for convenient disposal.
By choosing to outsource shredding, you not only boost employee morale and ensure compliance but also contribute to a more sustainable and secure workplace. With experts handling document destruction, your team can focus on their core tasks while knowing their sensitive information is being managed properly. Make the switch to SecureShred today, and see the positive impact on your organization!
