How to Handle Shredding Large Volumes of Documents

Both individuals and large corporations need to dispose of sensitive documents. However, individuals rarely match the sheer quantity of paperwork and physical records produced by even small and medium-sized businesses. Similarly, the average person seldom has cabinets full of financial and medical information for thousands of people.

Companies need strategies for destroying old documents in mass quantities and for compelling reasons, including the following:

• Physical records can be taken and used to steal identities
• Such records take up lots of space that could be used for better purposes
• In many cases, government regulations require the destruction of documents
• Improperly disposing of records can be environmentally disastrous

While the average person might be able to use a small paper shredder to keep personal information secure, businesses must have a larger, more thorough solution.

The Shredding Process

Improving security and ensuring regulatory compliance are worthy goals, but it’s easy for companies — even well-established ones — to get lost in the details. Before engaging in document disposal, you should talk with a reputable shredding company.

Such businesses are experts on shredding laws and will be able to guide you. Once you’ve discussed your situation with a shredding service, it’s time to collect and sort your documents.

1. Classify Your Records

Not every record needs to be disposed of. Shredding every single document can be a massive waste of resources.

For example, financial and medical documents, confidential employee and customer information, and proprietary knowledge would require destruction, while a memo on the company dress code would not. Separate which records need to be shredded and which can simply be recycled.

2. Securely Store Documents

Long before shredding starts, you’ll need a safe place to store your soon-to-be-shredded documents. The room needs to be secure, allowing entry to only select personnel entry. Additionally, the storage containers for the documents need to be tamper-proof. You should also monitor the storage area 24/7 with security cameras.

3. Create a Shredding Schedule

To avoid having documents pile up, make a schedule for regular shredding. There’s no specific rule on how often you need to engage in document destruction — the timeline is up to you. The frequency at which you need to shred will depend on how much documentation your business produces.

4. Make Your Document Destruction Policy

Your destruction policy needs to be written down. It will serve as a guide for the company to ensure it’s correctly carrying out document shredding. Alterations to the policy need to be made to reflect changes in laws, personnel, or technology usage. The policy should address these areas:

• Which employees have access to the documents
• Which documents need shredding
• The shredding schedule
• The steps for shredding

The policy should also include details about the shredding, such as the date, personnel involved, and which documents were shredded. In addition, it’s important to continually review the policy to make sure it stays up-to-date and to stay in contact with your shredding partner to keep them in the loop.

Use SEAM to Keep Your Business Secure

SEAM works with businesses throughout South Dakota and North Dakota to ensure they stay compliant and secure, both for their sake and for their customers. Our mobile shredder lets you eliminate old documents for peace of mind, and we even provide NIAD AAA-certified hard drive/solid-state drive shredding.

Once everything is properly destroyed, we’ll provide you with a certificate of destruction. Don’t let sensitive records fall into the wrong hands; contact SEAM today.