The Importance of Paper Shredding for Businesses

In today's digital world, it may seem antiquated to worry about paper records. However, printed documents containing sensitive information still proliferate in many offices. Proper paper shredding in Houston is an essential practice for any business wanting to protect confidential data.

Why Shred Paper Documents?

There are a few key reasons businesses should utilize paper shredding:

• Prevent identity theft - Paper records often contain sensitive customer data such as names, addresses, phone numbers, account numbers, and social security numbers. This information could be used for identity theft if obtained by dumpster divers or unethical employees. Shredding documents helps ensure no readable information leaves the premises.

• Protect company trade secrets - Proprietary information like business plans, research and strategies could be invaluable to competitors. Shredding documents helps safeguard sensitive internal data and maintain a competitive advantage.

• Adhere to privacy regulations - There are laws prohibiting the unauthorized exposure of private customer and employee data. Destroying records in a secure manner helps companies comply with privacy rules and avoid costly fines.

• Limit corporate liability - Disposing of records in a reckless manner that leads to security breaches or identity theft can open up companies to lawsuits and other liabilities. Shredding greatly reduces this risk.

Choosing a Paper Shredding Service

While small quantities can be shredded internally, most medium to large companies should hire a professional shredding services provider. Here are key factors to consider:

• Onsite or offsite shredding - Onsite shredding brings equipment to your facility for secure on-premise document destruction. Offsite shredding involves collecting and transporting records to an external facility for shredding. Both have pros and cons to weigh when deciding between them.

• Shred method - Cross-cut shredders provide more security than cheaper strip-cut models. Particle sizes of cross-cut shreds range from 1/8" to 1/2" while strip shreds are just 1/4" wide strips. Smaller particle sizes make reconstructed documents almost impossible.

• NAID Certification - The National Association for Information Destruction offers certification for shredding companies that follow best practices for safety and security. Using a NAID certified provider ensures proper standards are met.

• Certificate of destruction - Reputable companies will provide this certificate listing the date and quantity destroyed. This serves as legal documentation that records were properly disposed of.

Implementing Secure Paper Shredding

Once a shredding service is selected, companies should establish procedures to guide employees in proper document handling. This includes:

• Labeling locked shredding bins for different document types.

• Training staff to immediately shred sensitive items and not leave them unattended.

• Only allowing authorized personnel access to shredding areas.

• Scheduling regular shredding pickups or deliveries to prevent accumulation.

• Obtaining and auditing certificates of destruction after each shredding event.

Following a stringent shredding protocol minimizes chances of a data breach while demonstrating diligence to customers and business partners.

Final Words

In conclusion, implementing a comprehensive paper shredding program is a critical practice for modern businesses seeking to protect sensitive data. While technology has evolved, printed documents containing confidential customer details, employee records, and proprietary information still permeate offices. Destroying these physical materials in a safe and responsible manner through reliable shredding services and strict protocols is essential for mitigating security risks. Though shifting to digital records can reduce reliance on paper, proper shredding remains necessary as long as sensitive print documents are generated. By making document destruction a priority, companies can keep valued data out of the wrong hands.