What to Look for in a Shredding Provider

Have you ever played the game Bigger and Better? In this game, each team starts with a paperclip and aims to trade it door-to-door with neighbors for something larger or more valuable. The excitement builds as you exchange items, hoping to end up with the biggest or best item compared to other teams. However, two important lessons emerge from this game: bigger isn’t always better, and at the end of the game, you’re left with a lot of bulky junk to dispose of.

Similarly, when choosing a shredding provider, relying on preconceived notions or assumptions can lead to partnering with a service that doesn’t meet your needs, leaving you with more problems to manage. To help you make an informed decision, here are key factors to consider when selecting a shredding provider.

Why Is It So Important?

Tim Berners-Lee, the inventor of the World Wide Web, aptly stated, “Information is the oil of the 21st century.” Protecting personal and sensitive information is crucial, and secure disposal is a vital part of this protection. Selecting a reliable shredding provider is essential for your organization’s information security strategy, helping you prevent identity theft, corporate espionage, and legal issues.

What Should I Consider?

1. Reliability and Reputation

Choosing a trustworthy shredding provider is paramount. Ensure the provider complies with all relevant state and federal privacy laws. A reputable provider adheres to strict destruction regulations, giving you peace of mind that your sensitive data is handled correctly. This reliability helps your business operate smoothly while minimizing the risks of data breaches or financial losses.

2. Certifications and Compliance

• NAID AAA Certification: This is one of the highest standards for shredding providers. It indicates that the provider meets stringent security and operational standards for information destruction. The National Association for Information Destruction (NAID) requires regular audits and compliance checks, ensuring that the provider maintains their commitment to secure document disposal.
• Privacy Law Compliance: It’s essential that the shredding provider adheres to laws such as the Health Insurance Portability and Accountability Act (HIPAA), the Fair and Accurate Credit Transactions Act (FACTA), and the Gramm-Leach-Bliley Act (GLBA). A knowledgeable provider understands these regulations and implements the necessary measures to ensure your document disposal practices are fully compliant, safeguarding your organization, employees, and clients.

3. Options and Flexibility

• On-site and off-site shredding: Providers should offer both on-site and off-site shredding options to suit your business needs. On-site shredding allows for immediate destruction of documents at your location, ensuring sensitive information doesn’t leave your premises. Off-site shredding involves transporting your documents to a secure facility using a protected collection truck, still maintaining high security standards.
• One-time and scheduled shredding services: Depending on your business’s document disposal needs, you might prefer one-time shredding for occasional large-scale disposals, such as during a move or office cleanout. Alternatively, scheduled services offer regular shredding at set intervals, ensuring ongoing compliance and security for businesses that handle sensitive information consistently.
• Drop-off and mobile shredding: Flexibility is key. Drop-off services are convenient for smaller quantities of documents, allowing you to handle shredding at your own pace. Mobile shredding brings the shredding process directly to your location, enabling you and your team to continue your work without interruption.

4. Security

• Chain of Custody: A reliable shredding provider maintains a strict chain of custody, ensuring that your documents are handled securely from the moment they are collected until they are destroyed. This process prevents any unauthorized access to your sensitive information.
• Employee Background Checks: Trustworthy shredding companies conduct thorough background checks on their employees. This ensures that only vetted, reliable individuals have access to your documents, enhancing the overall security of the shredding process.
• Shredding Collection Containers: Secure, locked containers are often provided by shredding companies for storing documents before shredding. These containers protect your documents from unauthorized access and minimize the risk of information being exposed during the storage and collection process.
• Certificate of Destruction: After your documents are shredded, a Certificate of Destruction serves as proof that your documents have been securely destroyed. This certificate is essential for compliance purposes and provides documentation that your sensitive information has been properly handled.

5. Environmentally Friendly

An eco-conscious shredding provider prioritizes recycling shredded documents. Responsible providers ensure that shredded material is recycled, reducing waste in landfills and conserving natural resources. By choosing a provider committed to environmental sustainability, you help protect trees, habitats, water, and air, contributing to a healthier planet.

6. Transparency

• Service Agreements: Clear and straightforward service agreements are a hallmark of a reliable shredding provider. These agreements should outline pricing, services offered, and any other terms in an easy-to-understand manner. Avoid companies with hidden fees or vague terms to ensure you know exactly what you’re paying for.
• Excellent Customer Support: A trustworthy shredding provider offers responsive and helpful customer support through various channels, such as phone, email, or chat. Good communication indicates that the provider values your business and is ready to address any concerns or questions you may have.
• Feedback and Reviews: Reading reviews and testimonials from other customers can provide valuable insights into the provider’s reliability, professionalism, and quality of service. Positive feedback is a good indicator that the provider consistently meets or exceeds customer expectations.

7. Making the Choice

Selecting the right shredding provider is an investment in your organization’s security and compliance. Partnering with a reputable shredding service offers benefits beyond just destroying documents; it includes risk mitigation, adherence to regulations, and environmental responsibility. Carefully assess potential providers based on the factors listed above to ensure you choose the best fit for your needs.

DataSafe Shredding Services

DataSafe provides comprehensive shredding services to business and residents in greater Portland, Oregon and Vancouver metro areas and southern Washington state. Our NAID AAA Certification guarantees that your documents are secure from the moment you discard them until they are fully recycled. To explore your best options for securely shredding your documents, or to schedule service, complete the form on this page or call us at: Portland (503) 620-3423 or Vancouver (360) 218-2582.