There’s good news and bad news related to document security. First, the bad news: information security breaches are on the rise throughout the UK. The good news is there’s an easy solution—document shredding.
Regular document shredding is proven to decrease privacy breach incidents. Unfortunately though, many organisations are misinformed about document shredding best practices, which leaves them more vulnerable to breaches. Here, we debunk five common document shredding myths.
One: no one will look through the rubbish bin
Never assume your rubbish is safe. Rubbish bins offer thieves easy access to discarded personal information. You may be surprised to learn that criminals even steal bags of shredded material from bins with the intention of reconstructing documents and files. To keep your information out of the rubbish bin, use a secure destruction service instead.
Two: office shredders are fast and easy
Office document shredders are marketed as quick and convenient, but in reality, using them to destroy documents is the exact opposite. You must remove staples, paper clips and rubber bands from files before shredding. Only a few sheets of paper can be hand-fed into the shredder at a time. And when the waste receptacle is full, it must be emptied. If you don’t experience a paper jam or other maintenance issue, shredding a single file can take several minutes. As a result, in-house shredding ends up costing your company valuable productivity time.
A professional shredding service helps your organisation stay productive and profitable by streamlining your document disposal processes. Instead of standing over a shredding machine feeding in pages, your employees can quickly deposit old files into secure destruction collection containers and get back to the task at hand.
Three: it’s better to keep information rather than shred it
You can get in as much trouble for keeping information too long as you can for destroying it too soon. The General Data Protection Regulation (GDPR) requires timely document disposal. A key requirement of the law states, “Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or purposes.” Failure to comply with this provision can result in criminal prosecution or monetary penalties of up to 4% company-wide annual turnover, rather than the pre-existing £500,000 cap.
Four: an office shredder will help with GDPR compliance
Simply destroying documents with an office shredder doesn’t provide GDPR compliance. You must be able to prove your documents were destroyed. Only a secure destruction service offers a Certificate of Destruction which documents the time and date of shredding as required for GDPR compliance.
Five: recycling is better than shredding
Both recycling and shredding are important. Recycling eliminates paper waste and protects our natural resources, while shredding protects our privacy. Fortunately, with a secure destruction solution you get the benefits of both. After your documents are destroyed, all shredded material is baled and sent to a recycling facility so it can be used to produce a wide variety of consumer and business products.
Knowing the truth about document shredding helps your organisation protect its information the right way, and not fall victim to common myths.