How to Determine the Best Shredding Schedule for Your Business

Professional female office clerk searching files and paperwork in the filing cabinet

Do you know that having the right shredding schedule for your business is crucial for keeping your sensitive information safe? It’s not just about compliance; regular document purging helps you reduce the risk of data breaches, declutter your workspace, and boost employee productivity. But how do you figure out the best shredding schedule that fits your needs?

The Importance of Regular Document Purging

Before we dive into finding your perfect shredding routine, let’s talk about why it’s important to shred regularly. First of all, shredding helps prevent identity theft and data breaches. In the digital age, safeguarding sensitive documents that are no longer needed is crucial. Shredding not only helps protect your business information but can also protect your business’ reputation. In fact, according to a 2023 survey by Vercara, 66% of consumers would not trust a company after a data breach

Shredding your documents regularly is important to comply with legal requirements like HIPAA and FACTA. It also helps keep your workspace organized and efficient, reduce stress, and stay focused. Keeping a consistent schedule also helps ensure that no important document is overlooked or misplaced.

Determining Your Shredding Schedule

When it comes to setting a shredding schedule, there isn’t a one-size-fits-all answer. It depends on what your business needs—be it weekly, monthly, quarterly, or even annual shredding. Here are seven questions to help you decide:

What kind of information are you dealing with?

If your business handles a lot of sensitive information, more frequent shredding might be necessary. On the other hand, if your documents contain mostly general business information, a quarterly shredding schedule might suffice.

What are the legal requirements for your industry?

Some industries have specific regulations for document retention and destruction, such as healthcare and financial services. It’s crucial to know these guidelines and adjust your shredding schedule accordingly.

How much physical space do you have?

If your office is running out of space, it’s a sign that you may need to shred more often. Maintaining an organized workspace reduces the risk of misplaced documents and potential breaches.

How much can your budget allow?

Hiring a professional shredding service can be cost-effective in the long run, but if your budget is tight, you may need to opt for a less frequent shredding schedule. Just remember that the cost of a data breach far outweighs the cost of regular document purging. Not to mention, running an office shredder can cost over $100 per month when you factor in employee wages, benefits, depreciation, and maintenance costs. Plus, professional paper shredding saves valuable employee time and boosts productivity for better revenue generation.

Are there any upcoming events or changes in your business?

If you’re planning to move your business to a new location or downsize anytime soon, make sure you shred any documents you don’t need beforehand. This is also a great opportunity to reevaluate your shredding routine and make any necessary changes.

How much paper does your business generate?

If you produce a lot of paper waste, you might need to shred more often. It depends on factors like how big your business is, how many people work there, and how much paper you use. Factor all that in to figure out how often to shred.

Still not sure what fits your business best? Contact the experts at Augusta Data Storage. We can help you determine the right shredding schedule based on your unique business needs.

Ultimately, finding the right shredding schedule for your business takes careful consideration. It’s important to prioritize security and compliance while also considering practicality and budget constraints. Remember that regular document purging not only protects your business but can also improve efficiency and productivity and save you money in the long run.

How Augusta Data Storage Can Help

Augusta Data Storage offers flexible solutions tailored to your business needs and schedule. Whether you opt for pick-up or mobile shredding, we ensure the process is seamless and secure.

We provide secure collection bins for your premises, keeping sensitive documents safe until they’re shredded. We designed our services with your convenience in mind—you fill the bins, and we take care of the rest. For those preferring on-site destruction, our mobile shredding service allows you to witness the shredding process, offering peace of mind that your documents are properly disposed of.

The Process with Augusta Data Storage

Working with us is straightforward. Here’s what to expect:

  1. Assessment: We start by talking about your shredding needs so we can come up with a customized shredding plan that fits your unique requirements. We can set up scheduled shredding services on a weekly, bi-weekly, or monthly basis and even provide multiple secure collection containers for your office that we can empty all at once. If you just need an annual or semi-annual record purge, we can do that too.
  2. Secure Collection: Our collection team will pick up your confidential documents and take them to our secure facility for shredding. We use locked vehicles equipped with GPS tracking, so you have peace of mind knowing where your sensitive information is at all times. If you prefer, we also offer on-site destruction with our mobile shredding service, and you can watch the shredding process yourself.
  3. Shredding Process: When your documents arrive at our shredding facility, we’ll weigh and record your documents before sending them to our high-tech shredder. Our shredders can handle paper, computer hard drives, CDs/DVDs, credit cards, and more.
  4. Certificate of Destruction: After your documents are shredded, we provide a Certificate of Destruction as proof that the process was completed securely and in compliance with all regulations.

Trust the Experts at Augusta Data Storage

It’s important to pick the right shredding schedule for your business. It helps with compliance, and security and keeps your workspace organized and efficient. By asking yourself a few questions about your specific needs and understanding your options, you can make an informed decision that best suits your company.

At Augusta Data Storage, we’re committed to providing secure, convenient shredding services that protect your business and its information. Ready to take the next step in protecting your business? Contact Augusta Data Storage today and discover how easy and efficient maintaining your document security can be.