Factors to Consider When Disposing of
Confidential Records

Factors to Consider When Disposing of Confidential Records

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Pile of paper next to shredded paper

Every document that’s kept under lock and key must eventually be discarded. It simply isn’t economical or secure to store information that is no longer needed. But efficiency and privacy protection can easily fall by the wayside during the disposal process if the right method isn’t utilized. Here are some factors you should consider when disposing of your confidential records.

Frequency matters

Some records eligible for disposal may sit for days, weeks or months before they are finally discarded. Expired documents may be mistakenly placed back into filing cabinets, and boxes of no-longer-needed files have a tendency to collect within unmonitored office or warehouse areas. Either situation increases the risk of unauthorized access to confidential information. In addition to arranging for scheduled shredding of daily paperwork, it may be necessary to periodically purge any accumulations of expired information.

Maintaining privacy is crucial

Information disposal is typically handled is through the use of consumer-grade shredding machines, although this method does not guarantee complete privacy protection during the disposal process. In addition to being time-consuming to use, shredding machines are prone to malfunction. Typical problems include:

  • overheating
  • paper jams from improper use
  • collection bins that must be emptied frequently

If your office shredder happens to be “out of order,” documents may instead be tossed into a waste or recycling receptacle to avoid hassle.

When you use secure collection containers as part of a scheduled or one-time purge shredding service, there is never a scenario when records can’t be disposed of securely. At any time, documents can be quickly and easily deposited within a collection container. Because the process is so simple, sensitive information is more likely to be disposed of on a regular basis and in a timely manner.

Not all shredding providers are equal

When choosing a professional shredding company to handle the disposal of your company’s records, it’s important to consider the experience and reputation of your provider as well as their adherence to best practices for document shredding and destruction. A company that’s based within your community ensures that you always have the ability to speak with a local person who is familiar with your account and is able to give you the attention you need. Check to see if potential candidates have serviced other companies in your area and within your sector. You’ll also want to know how long they’ve been providing shredding and destruction services.

Look for a company that is National Association of Information Destruction (NAID) AAA Certified. This designation ensures that your shredding and destruction solution provider follows the strictest standards for protecting your confidential information and has undergone an audit of their:

  • employee screening procedures
  • facility security
  • destruction equipment and processes

Docu-Dépôt offers paper shredding and document destruction services to businesses throughout Montréal and Québec. To find out more about how we can provide a more secure and cost-effective document disposal solution for your business, please contact us by phone or complete the form on this page.

 

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