The need to shred paper is as old as the invention of the written word. In today’s world, the ability to store information digitally has changed how we use and dispose of paper. Many new laws dictate what can be done with private data on paper once it is no longer helpful. It can be a massive liability for a company if they don’t destroy sensitive documents before throwing them out. Here will explore four reasons every business should invest in secure paper shredding services, regardless of their size or industry.
1. The Shredding Service Providers Helps You Stay Compliant with Privacy Laws
Several business shredding service federal and state laws require businesses to take specific measures when disposing of private data. The most well-known law is the Health Insurance Portability and Accountability Act (HIPAA), which requires healthcare providers to take measures to protect the privacy of their patients’ information.
There are also many other state and federal laws that apply to different industries. For example, the Fair and Accurate Credit Transactions Act (FACTA) requires businesses to take steps to protect their customers’ credit information. The Secure and Fair Enforcement for Mortgage Licensing Act (SAFE Act) requires mortgage brokers to take measures to protect their clients’ personal information.
It also doesn’t matter what kind of business you run or how small you are. Large or small, if you have customers, you are subject to these privacy laws. Secure paper shredding services will ensure that any documents containing private data are destroyed securely so that criminals cannot use them.
2. Shredding Services Help to Increase Employee Productivity
If you are not sure about the need to shred sensitive documents, it might be helpful for you to think of shredded paper as a "paper jam" in an information system. Just like an actual paper jam can slow down or stop a printer, having too much private data lying around slows down workflow and creates distractions that take away from employee productivity.
Secure paper shredding services can drastically increase productivity by making it easier for employees to find the documents that are relevant to their work. This is because after a document has been shredded, its content is entirely useless and can no longer distract anyone from their job.
It is also good to keep in mind that document shredding services can be used for more than just paper documents. Companies that have implemented digital document management systems will often use secure shredding services to dispose of old computer hard drives or other electronic storage devices.
3. Shredding Services Help You Save Money
The cost of secure document destruction can be easily offset with the cost savings associated with improved employee productivity. However, there are other ways that a business shredding service can save you money. If you have employees working in your office, it is unfortunate that they probably leave a mess behind them when they leave for the day. Many companies have to pay employees to put their offices back in order at the end of each day. However, if you destroy sensitive documents on your premises, this problem will disappear completely.
A paper shredding service is also good for the environment. Companies that do not have secure paper shredding services must rely on other methods of disposing of their sensitive documents. Burning these documents is often used as a disposal method, but this has several environmental consequences that most companies would prefer to avoid. Finally, recycling paper can be expensive for businesses, so having your office papers shredded by experts will save you money on the cost of recycling.
It also helps you save money by making it easier to protect yourself against lawsuits. When documents are shredded, there is no way that they can be used by individuals who might try to use them in legal cases. This means that you will not have to pay expensive lawyers’ fees to defend yourself in court cases that your company might otherwise lose due to mishandled documentation.
4. Shredding Services Help You Automate your Office Paperwork
Paper-based records have been a part of business for hundreds of years. However, in recent decades, it has only been that paper documents have come to be used by companies on such a large scale. This is why many businesses still rely on manual methods for dealing with these sensitive papers when they leave the office at night or when an employee departs. Suppose you want to make your business processes more efficient and take the pressure off of your employees. In that case, it might be a good time to consider an automated solution for managing office documents that contains private data.
A document management software system is one way your business can automate its paperwork. Once you have such a system in place, it will be much easier for you to keep track of your documents and make sure that they are properly disposed of when the time comes. You will also be able to find documents more quickly and easily, saving you time in the long run.
If you are still relying on manual methods for dealing with sensitive documents, you are likely not to find the documents you need when required. If you want your business to be more efficient, you mustn’t wait any longer to automate your office paperwork and take advantage of at least some of the benefits that such a system can provide.
There are many good reasons to consider using a document shredding service. Not only will you be able to save money and protect your company from legal problems, but you will also be able to improve office efficiency. If you are still relying on manual methods for dealing with sensitive documents, you are likely not to find the documents you need when required. Automating your office paperwork will reduce costs and keep up with your company’s needs more efficiently. If your company is still using paper-based filing systems or other outdated methods for dealing with sensitive data, it is time to consider a change in this area. Contact Shred Confidential today to learn more or schedule a service!