The Benefits of Scheduled Shredding: Key Factors to Consider for Effective Document Security

By: Clint Parsons, Director of Strategic Partnerships, SEAM

Establishing a routine shredding schedule is a smart way to protect sensitive information and streamline document disposal. However, there are some key factors to consider when setting up a shredding plan to ensure it’s efficient and meets your organization’s unique needs. Here’s what to keep in mind to make scheduled shredding work best for you.

1. Choosing the Right Shredding Frequency

How often you shred documents should depend on your organization’s requirements. Some businesses only need annual shredding, while others shred weekly. Shredding too frequently can lead to unnecessary costs, but infrequent shredding could leave sensitive information vulnerable. Assess your document disposal needs carefully to establish a schedule that balances security with cost-effectiveness.

2. Streamlining Your Shredding Process

Outsourcing shredding to a professional service like SEAM can greatly simplify document management and reduce risk, but it’s essential to have a clear internal process. Make sure your team knows where shred bins are located and what types of documents need to be shredded. Designate trusted employees to oversee any tasks on shredding day, ensuring a smooth process and accountability.

3. Timing is Everything

Scheduling shredding at a convenient time for your organization will make the process seamless. Avoid arbitrary times or dates by reviewing your internal schedules. Look for a time that minimizes disruption and fits well with other business operations, whether it’s during a slow period or on specific days of the month.

4. Deciding Between On-Site or Off-Site Shredding

At SEAM, we offer both on-site and off-site shredding to meet your needs. On-site shredding is convenient and ideal when you require a witness to verify destruction, such as for certain compliance reasons. Off-site shredding, on the other hand, is often more efficient when handling large volumes of documents. We can help you determine the best option based on your circumstances.

5. Managing Compliance with Certificates of Destruction

Certificates of destruction serve as proof that your documents were properly shredded, which is crucial for industries with strict compliance requirements. These certificates document the date, location, and any witnesses to the shredding process. Develop a protocol for storing these certificates securely to demonstrate compliance if needed.

6. Knowing When to Hire a Shredding Service

Certain industries require professional shredding to ensure compliance, but even if it’s not mandatory, outsourcing can provide peace of mind and added security. Hiring a shredding service simplifies compliance and can make document disposal more convenient, allowing your team to focus on their core responsibilities.

Scheduled Shredding with SEAM in North Dakota and South Dakota

If you’re ready to streamline your shredding process, SEAM offers secure and customizable shredding solutions to meet your needs. Contact us today to learn how we can help make scheduled shredding a valuable part of your organization’s document management strategy.

Clint Parsons is the Director of Strategic Partnerships at SEAM, specializing in building partnerships with businesses of all sizes. He ensures clients effectively navigate secure data destruction, responsible recycling, and maximize the resale value of their IT equipment while staying compliant with evolving regulations.