Decide Who Will Perform the Shredding
The first part of establishing shredding procedures is to decide who will be responsible for shredding. There are a number of options, but the two most common are by in-house employees or with a professional high-security shredding service.
In House Shredding
If you choose to go in-house, employees could shred documents as they know they no longer need them or gather them and shred them at a regularly scheduled time like once a week. The main problem with this method is that shredding individual documents with a small shredder will be very time-consuming and take valuable time away from your employees.
A professional shredding company can effectively shred your confidential information effectively and in a timely manner. Shredding companies like PROSHREDⓇ Raleigh have state-of-the-art equipment that can tear through documents a lot quicker and more thoroughly than the average office shredder. Most people believe that the con is that it’s the more expensive option, but that’s not necessarily the case. If you factor in how much time your employees would spend and the possibility you would need to purchase a larger shredder, shredding companies are likely more affordable.
Establish Who Has Responsibility
Regardless of who you decide should do the actual act of shredding, you need to decide who will be in charge of shredding in-house, even if you choose to hire a paper shredding company. This lets everyone know who has the authorization and final say of what should and shouldn’t be shredded. It is also important for shredding companies to know who to speak to regarding things like scheduling.
Determine What Should Be Shredded
It’s important to know what should or shouldn’t be shredded, especially if you work in an industry where you regularly deal with confidential information. Laws like HIPAA, FACTA, and lawyer-client confidentiality protect your client’s confidentiality. This means that if you aren’t taking the proper precautions with your client’s confidential information, you could be facing serious legal consequences. You should take the time to learn about what should be shredded in your industry.
Selective Shredding Policy
With this policy, management, preferably the person you selected to be in charge of shredding, decides what requires shredding and what doesn’t. This involves extensive planning and very clear instructions to all employees.
Shred It All Policy
It’s as simple as it sounds, shred all of your unnecessary documents. With this approach, there won’t be any confusion over what should and shouldn’t be shredded. You’ll be eliminating the risk of your confidential information getting stolen.