Automate your business paper shredding to protect your business, customers and employees.
Every business has sensitive information. Period. Client information. Vendor information. Employee information and more.
There is definitely something that you don’t want the wrong people to see, and likely many things.
In-house shredding programs are great, but these can sometimes fall short of needs and expectations. In the present economy, many companies are understaffed and most staffs are over-worked.
Furthermore, company real estate may be at a premium. There may just be no easy place to store documents until someone finds time to take care of destroying them. All that can add up to an in-house shredding system that does not work.
Employees may dutifully empty their files, only to find that the boxes of paper destined for shredding is not picked up. Imagine the nightmare of boxes of files containing sensitive or confidential information sitting in piles on the floor waiting days or weeks at a time for in-house shredding, taking up valuable space while also posing a workplace hazard in the meantime!
Contracting to have documents destined for shredding securely placed in locked containers, and destroyed onsite will save you money and your employees time while giving your business and your clients a valuable sense of security they otherwise would not have.
Let the experts at Shred Alaska look after the details for you in a few simple steps.
Step 1: Recurring Destruction Needs Assessment
Perform an internal audit of the kinds of day-to-day documents and information you need to destroy. Create an itemized list. Make an estimate of how much you need to shred, and how often. That will help you create a plan for your employees to follow. In fact, a good idea is to get each employee to summarize the documents that need to be routinely destroyed form their own workstation.
One example is tax documents. After 7 years, most businesses can eliminate tax information. Or, if you have paper files you could eliminate those once electronic copies are made, and after 7 years you can destroy the electronic files. Always consult at attorney prior to developing a records retention policy. Use the results of this frequency assessment to develop a routine, recurring shredding schedule for the day-to-day paperwork in need of proper destruction.
Step 2: “Purge” Materials Assessment
Ask each of your employees to do a brief audit of the document purging needs associated with their job description (or the work they are actually doing). This would include anything not covered in the initial assessment of the daily shredding needs. Typically this is known as your “purge” volume. Management can then get an overall picture of the quantity and kind of information that needs to be securely destroyed on a purge basis, as well as how often, and can schedule accordingly with a trusted vendor annually ahead of time, or when the need arises.
Step 3: Call in the Experts!
You know your business well, but when we work every day in our own business we tend to overlook certain details. It can help to get outside input. Ask colleagues in your industry what they have done for their shredding programs. Ask customers, others in your network as well as vendors and partners. They’ll help to make sure you’re not overlooking anything, as well as recommending a trusted vendor that they use to handle their sensitive materials destruction.
Step 4: A True Business Partner
Any good business system is open for change, but only if change is required or beneficial. Make sure each employee feels responsible for the success of their department’s information and the paper shredding system in place. Your employees are ingenuitive – and so is the team at Shred Alaska, Inc. Together, they will find ways to improve your document destruction process. If either side sees that something about your shredding needs has changed, they will reach out to you to make that happen. The team would then inform you of the changes needed, while at the same time assisting in keeping you fully in compliance. For example, if a new accounting regulation comes out, the accounting team will take note and request the change to the shredding process as needed which can be immediately implemented by your shredding vendor. Shred Alaska can help you to create a “shred all policy” for your business.
You’ve already setup a few other third party vendor processes to streamline your business in the past. It’s part of what makes you efficient, successful and different from others in your industry. You can take that same idea and create a paper shredding process which will help your business be more secure, efficient, and eco-friendly, while also ensuring compliance with all legislative requirements.
Do you have questions about setting up a Paper Shredding System for your Alaska Business?
Contact the professionals at Shred Alaska, Inc. today to learn how we can help set a system up for your office.