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On-Site Shredding Services: Unveiling the Benefits for Your Business

16 May, 2022By

Inadequate handling of confidential data can elevate the risk of a data breach. Hence, opting for an on-site shredding service stands out as one of the most secure solutions. On-site shredding plays a pivotal role in safeguarding the confidentiality of your business, customers, and employees.

There are numerous benefits to be gained from utilising an on-site shredding service. However, it is imperative to ensure that the service provider and their shredding processes are secure, as this minimises the risk of data breaches and safeguards the privacy of your confidential data.

Benefits of On-site Shredding:

  1. Convenience: On-site shredding is a comprehensive, end-to-end solution managed by the service provider. From transportation to the actual shredding process, your trusted provider takes care of every aspect.
  2. Document Security: In contrast to disposing of confidential data in general recycling bins where office staff and visitors may inadvertently encounter sensitive information, on-site shredding entails the secure storage of data in locked consoles, followed by its secure destruction.
  3. Environmental Responsibility: On-site shredding is not only secure but also environmentally friendly. At ZircoDATA, we exclusively collaborate with recycling partners for the paper we shred.
  4. Time and Resource Efficiency: Entrusting your employees with the task of shredding your company’s confidential data is not a productive use of their time and exposes your business to the risk of human error. Opting for on-site shredding saves time for both employees and the company, offering a more secure method of handling confidential data.
  5. Customer Reassurance: The use of on-site shredding provides an added layer of assurance that your confidential data is securely destroyed. Typically, a mobile shredding truck arrives at your workplace and provides a Certificate of Destruction, offering physical and visual proof of the secure disposal of your confidential data.

Key Factors to Consider Before Opting for On-Site Shredding

While the benefits of on-site shredding are extensive, it is equally crucial to address the following factors before shredding your confidential data:

Retention Periods and GDPR Compliance

Before contemplating the use of an on-site shredding service, it is vital to ensure compliance with government retention periods and GDPR guidelines. Non-compliance with these regulations may lead to substantial fines and heighten the risk of data breaches.

Whether you are a business or self-employed, staying abreast of and adhering to the latest legislation and industry-specific guidance is imperative. Relevant documents that individuals and businesses may need to retain include:

  1. Payslips
  2. Tax returns and records
  3. Accounting records, documents, receipts, and invoices
  4. Bank documents and account statements
  5. Credit and loan documents
  6. Copies of commercial or business correspondence
  7. Management reports
  8. Inventories

Workplace Document Retention Policy

To facilitate compliance with retention periods and GDPR guidelines, establishing a workplace document retention policy is considered best practice. Such a policy ensures the adherence to crucial retention periods while limiting the retention of relevant documents only.

To create your own workplace document retention policy, follow these steps:

  1. Implement a secure disposal procedure, such as on-site shredding, to eliminate confidential information.
  2. Maintain the retention policy, keeping it up to date to reflect changing legislative requirements.
  3. Consider the purpose and relevance of the documents being retained.
  4. Define guidelines specifying the duration for which various document types should be retained.
  5. Align with government regulations and legislation, in addition to your internal guidelines.

Employee Training

A study revealed that 85% of data breaches stemmed from human error, underscoring the need for businesses and organisations to invest in employee security training to mitigate the risk of data breaches.

With data breaches incurring significant financial costs in 2021, it is imperative that employees are well-versed in the following aspects of data security training::

  1. Regular training ensures that employees remain updated on the latest data security practices, thereby safeguarding company confidential data.
  2. Training should address risky work habits, such as the loss of laptops or phones and mishandling of data.
  3. The primary goal of data security training is to enhance overall data security within the organisation.Ensuring that employees are adequately trained can help fortify compliance with retention periods and GDPR guidelines, making it possible to securely dispose of confidential data through on-site shredding.

Secure On-site Shredding with ZircoDATA

After adhering to the aforementioned recommendations, your confidential data can be better secured both before and after disposal.

ZircoDATA’s industry-leading On-Site Shredding Service is designed to help businesses and organisations maintain the security of confidential data while reducing the risk of data breaches.

Our secure end-to-end chain of custody involves the use of lockable consoles and barcodes that are scanned at every touchpoint, further enhancing the security of your confidential data. Subsequently, shredded materials are recycled, contributing to our collective efforts to protect the environment.

For additional information about our On-site Shredding Service, please do not hesitate to contact us. Discover how our services can safeguard your company, customers, and employees.