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Small Office Shredders are Costly: A Breakdown of Paper Shredding Cost

Paper Shredding Cost

It’s normal for businesses to want to save as much money as possible, but not everyone looks at the smaller expenses that really add up – like paper shredding cost. Most often, businesses of all sizes tend to rely on small, individual office shredders. They believe those small machines are efficient and can do the important job of protecting the confidential information of their clients, customers or patients in a cost-effective way.

Little do they know, if they added up all the money spent on using such a small shredding machine, they would realize that it’s not cost-effective at all. Not only are some of those machines too small to handle large volumes of paper, but they are expensive to maintain as well. In some cases, the maintenance on the machine may cost a lot more than simply purchasing a brand new one.

It’s possible that your employees are trustworthy, but it could be quite risky to allow them to decide what should be thrown in the trash and what should be shredded. If important information gets discarded and shredded properly, you could face the wrath of identity theft or suffer fines and penalties for not remaining compliant. It’s clear that shredded paper from a small office shredder can be easily put back together. Busy employees may not be consistent in their shredding and allow paper to stack up on their desk. There are great costs associated with these mistakes.

Here’s an estimate based on a typical office with 5 employees. The boss decides to purchase a small office shredder for his employees. He asks the employees to routinely perform the office shredding. The boss thinks he’s saving money and time by having his staff handle shredding. After the cost of the shredder, it’s estimated that the paper shredding cost could average to $100 per month – that’s $1,200 per year! This would of course include any employee labor and machine maintenance costs.

Breakdown of Monthly Paper Shredding Costs:

Maintenance                                                     $3.00
Garbage Bags                                                   $4.00
Depreciation/Replacement of Machine       $3.00
Employee Labor Costs                                    $87.00

 TOTAL $97.00 Per Month

This amount of money does not account for a Certificate of Destruction that needs to be on file, for the time spent cleaning up the mess or for a vast amount of lost productivity.

Additionally, if you choose to shred your documents in-house, here are some of the issues and risks your business could face:

  • Employees may not be consistent in their use of shredders
  • There is no proof of compliance with shredding regulations
  • Self-shredded material could be carelessly tossed into the trash
  • Certain sensitive information should not be handled by employees
  • Removing binder clips, paper clips, sticky notes, rubber bands is not productive
  • Office shredders can’t handle large volumes of paper at once
  • Office shredders are slow, inefficient, and break down easily

It’s much more cost-effective to utilize a professional shredding company with regular scheduled shredding services. It not only saves you time and money, it will protect your business information from getting into the wrong hands. Be sure to hire a NAID AAA Certified mobile shredding company so that you will remain compliant with privacy and shredding regulations. IntelliShred has been servicing the tri-state area for over two decades. We’re here to answer any questions you may have about shredding and destruction. Contact us for more information on our services.

Scheduled Shredding Services

It’s unrealistic to think that your confidential information and data is fully protected. No matter what type of secure systems you may have in place, there’s always a risk of theft – especially if you still deal with paper documents. Today’s businesses must hire professional document destruction companies to ensure their information is destroyed properly. Company information, proprietary secrets/formulas, client records and employee files must all be safely destroyed when they are no longer useful.

There are many benefits to hiring a mobile shredding company that offers regularly scheduled shredding services:

  • Protecting privacy
  • Increasing productivity
  • Reducing liability
  • Protecting your business reputation
  • Saving the environment
  • Third party confirmation documents have been destroyed

But the most prominent reason companies choose to shred regularly is to save money.

First and foremost, regularly scheduled shredding services save you from paying your employees overtime. It allows your current employees to be more efficient and productive so they can continue to focus on more important business matters. In order to start with this type of service, the provider will install document collection containers within your office space, allowing employees to discard items in a secure fashion. These containers are then emptied according to your customized schedule and your documents are then shredded safely and securely.

Another way companies will save money is to avoid costly penalties associated with the safety of confidential information. A shredding service can help your company regularly maintain compliance with all of the regulations surrounding information and privacy. The Health Insurance Portability and Accountability Act (HIPAA), the Fair Trade and Accurate Credit Transaction Act (FACTA), and Gramm-Leach-Bliley (GLB) all enforce federal standards on privacy of confidential information. Shredding on a regular basis ensures you will meet all the privacy protection standards. The service provider will offer proof that your items have been shredded in a Certificate of Destruction. Having this proof also reduces any other potential liability risks your business may face.

Most businesses rely on their good reputation to maintain a constant flow of customers. When documents are not properly destroyed, they may fall into the wrong hands and this could affect your company’s reputation. To manage the negative PR could cost you hundreds, if not thousands of dollars – that’s money out the window!

Your clients, your employees, and possibly your whole community will no longer trust your business practices.

It’s best to find the right professional for the job – make sure the one working for you is screened, uniformed and has experience in shredding and destruction. Typically, customers choose to have the shredding done at their business location by a mobile shredding truck, but it’s also possible to have the items transported to a secure warehouse where the shredding is executed.

IntelliShred has been servicing the tri-state area for over two decades. We hire only the best technicians for our shredding and destruction teams and we pride ourselves on how dedicated they are. Our customers continue to shred with us again, and again and we’re happy that they know we’ll help them relieve the burden and stress that comes with this important task. As part of our services, we will:

  • Protect Your Confidential Information
  • Ensure Compliance with HIPAA, GLB & FACTA
  • Provide High Security On-Site Shredding
  • Offer Flexible Scheduling
  • Save you money – our regularly scheduled shredding services cost less than $2.00/day!

Contact us today for more information on our services. We’re happy to answer your questions!

Secure Shredding

There are so many secure shredding and destruction services out there, ready and able to work. So exactly how do you know which one is right for your company? There are several questions you will need to ask yourself before you make your choice.

  1. Exactly how much paper do you have to shred?
    This will be the first question any secure shredding company will ask. It’s essential that you review your confidential and sensitive information on a regular basis to take stock of what you have. Then you’ll be able to better estimate what needs to be shredded or destroyed. Most of these companies will lower their prices if you have a larger volume of paper to shred or destroy. It’s easy to measure by whether your paper fits into a recyclable grocery bag, a banker box or a large file box. On average, a recyclable grocery bag will hold about 10-25 pounds or 100-1500 sheets of paper. A standard banker box holds about 30-35 pounds or 2,000 to 5,000 sheets of paper. A large legal file box holds around 50-60 pounds or 4,000 to 5,000 sheets of paper. For a comparison, our shred containers hold between 100-350 pounds of paper.
  2. How do you want your documents shredded?
    There are several factors that are dependent on how this question is answered. First of which is how much you have to shred, second is how much you want to pay, and third is the timeframe in which the job must be completed. There are three main methods of shredding and destruction, but depending on your needs, you may find one of them most ideal.
  • Drop-off shredding — Some secure shredding companies allow you to drop off your documents at their warehouse. Your documents will be stored in a secure area in a locked container until they are shredded. Typically, with this method, you will pay by the pound, by the box or by the bag.
  • Off-site shredding — If you choose this method, the secure shredding company will visit your location and haul your documents away to a shredding facility. It’s uncertain in what timeframe they will be shredding your documents. It usually depends on when they have enough volume of paper to warrant operating their equipment. Although this is a cheaper option, it is definitely less secure than mobile onsite shredding. Having your information unmonitored can make your business vulnerable to theft before they are shredded.
  • Mobile shredding — With this method, secure shredding services are executed on a mobile shredding truck that has an onboard, hydraulically-powered shredder with a chute. The truck will drive to your location and will shred your documents on site. Because the amount shredded is typically larger than the other methods, the price is lower per pound. The true benefit is that you would be able to witness your sensitive information being safely and securely destroyed.
  1. What level of security are you looking for?
    One of the most crucial factors when comparing shredding companies is their level of security. Whichever service you choose, be sure to find one that is NAID certified. The NAID is the National Association for Information Destruction. When these service companies carry this certification, it implies that they are compliant with all shredding laws and standards as observed by NAID. This organization randomly audits its members to determine compliance.

In order to make this decision, we hope you will weigh the information we have shared with you. Our customers continually choose our experienced secure shredding team to help shred and destroy their confidential information. We’re here to answer any questions you may have about our services – contact us today!