In addition to the yearly cost between having an in-house paper shredder vs. using and outside shredding service, there is the issue of which method is the most secure.
You have to remember that your main objective is to maintain document security. The proper handling of confidential material from the rightful user's hand until they are destroyed is essential.
IN HOUSE PAPER SHREDDER
With the right procedures (either using multiple office shredders in an area where the documents are generated or be using security cabinets, a centralized shredding system, and qualifies operators) an effective document destruction operation can be implemented within your own facility. This will allow you to ensure that your confidential materials are properly destroyed.
OUTSIDE SHREDDING SERVICE
There are many reputable shredding services across the country that do provide secure document destruction. However, there are a few that will not handle your confidential information in the manner that you intended.
Keep in mind, once confidential materials leave your premise, how can you be assured that it is being destroyed properly? Even though a shredding service may be bonded is this actual proof that your documents have been properly destroyed? The "Certificate of Destruction" as it is commonly referred, is an important legal record. It does not however, transfer the responsibility to maintain the confidentiality of the materials to the contractor, and unfortunately, there are some shredder services that provide certificates of destruction while having no destruction process available to them.
Many customers of outside shredding services have a false sense of security. For example, a bank in Florida had been using an outside shredding service for a few months-until they found their unshredded computer printouts being used as packing material in a local gift shop!
You have to be careful! It is a good idea to acquire a user's list from the shredding service that you are considering to question their customers as to the shredding service's reliability.
If possible, visit the shredding services facility unannounced, to see how they handle customer's confidential information--you just might be surprised!
With an outside shredding service your company is dealing with an outsider. Not only do you have to worry who outside will see your confidential documents, but your employees have access to them before they've been picked up for shredding. The outside service also chooses the shredding, thereby choosing the level of security in document destruction.
The cost of using an outside service adds up also. You can expect to pay several hundred dollars each time the truck comes. High price and low security really isn't much of a bargain.
In conclusion, with an in-house paper shredder you can monitor the secure handling and destruction of your confidential materials with much greater control-because security is the main reason for shredding in the first place.
READ THE NEWSPAPER ARTICLE ABOUT MEDICAL INSURANCE RECORDS FOUND BLOWING IN
THE WIND IN LEWISTON, ID.
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