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5 Crucial Questions For A Secure Document Destruction Service

Secure document destruction is vital for destroying sensitive documents such as medical documents that fall under HIPAA legislation. When you’re hiring a document destruction service, you need to be sure that they’re up to the task. How can you figure this out?

In this guide, we’re going to take a look at some questions that you should ask a secure document destruction service that you’re thinking of hiring to work out if they’re right for you. Are you ready to find out more and make the right choice? Read on.

1. Do You Have NAID AAA Certification?

One of the best questions you can ask is whether the company has been certified by the National Association of Information Destruction (NAID). The NAID is a world-leading trade organization for the document destruction industry.

To get AAA certification from the NAID, the company needs to be found to be in accordance with their guidelines. These strict guidelines touch upon a wide range of areas, including:

  • Hiring protocols
  • Operational security
  • Their information destruction process
  • Insurance coverage

If a company doesn’t pass an audit by the NAID, it may not be up to the task of dealing with your confidential information.

2. What Information Types Does Your Destruction Service Work With?

You need to pick the right destruction service for you. While almost every service deals with documents, if you want to destroy old hard drives and backup tapes, not every company can help you. This question will help you decide if a potential vendor has the ability to offer a comprehensive electronic shredding solution. Deleting or overwriting these devices still leaves your data vulnerable to unauthorized access. Besides destroying your paper records, the right shredding and destruction partner will also shred your media onsite.

If you’re looking for a service that does both, ask around and find a company that is experienced in dealing with paper documents and electronic waste.

3. What Types of Security Does Your Company Employ?

Security is vital in the destruction industry. It doesn’t only involve how your documents are handled at the destruction facility either. You need to ensure that there is a good level of physical security at the facility to prevent any document or electronics theft. Usually, if the secure document destruction service is worth hiring, they will make security a top priority. Their employees should have signed a confidentiality agreement, gone through extensive background checks and have participated in extensive training to do their job. Employee security is absolutely crucial – be sure the company has hired ethical people by asking about their hiring process.

You should also ask about the security that is involved with pickup. What security measures does the company take when its employees pick up your sensitive information?

4. How Will You Destroy My Information?

It’s worth finding out exactly how your information will be destroyed. Some measures are more secure than others and this applies to both electronic and physical documents. You should feel confident that your sensitive information is being destroyed or recycled safely and securely. Typically, vendors will give your office few bar-coded collection bins so that employees can easily drop in documents. When the bin is full, the vendor sends someone to scan each bin to record the fill level. Then, if the vendor has a mobile shredding truck, documents are shredded on-site. If not, the bins are transported to a secure shredding facility.

We would recommend asking about their destruction methods then researching them to ensure that they meet your standards.

5. Will You Provide Proof of Destruction?

You want to ensure that any destruction service that you hire gives you proof of destruction. If they can’t prove that they’ve securely destroyed your information, you may be left wondering whether your items were really destroyed at all.

Many companies will offer you a certificate of destruction after your information has been destroyed, which is well worth having.

Whatever vendor you choose, be sure that they offer mobile shredding services. Sometimes, with off-site shredding, the transporting of your documents from your office puts them at a higher risk of being lost, misplaced or getting into the wrong hands. There are shredding companies that provide mobile, on-site shredding, as well as emergency shredding services. Make sure you choose the right vendor for the needs of your company.

How We Can Help You

If you’re looking to hire a professional and expert destruction service, we can help you. We have a lot of experience in destroying documents and electronic waste and would be happy to help you.

For more information about our services or pricing, please get in contact with us.

IntelliShred has years of expertise in secure document destruction – we’re NAID certified and we’re able to successfully help companies protect confidential information. Contact us today to find out more about how we can help your business.

Scheduled Shredding Services

Although many companies invest in digital security systems to safeguard their private information, there is still a continued need for the protection of sensitive information that is stored on tangible paper documents. Unfortunately, this need can sometimes go overlooked or undermanaged, costing the company valuable time, money, and productivity. In some cases, proprietary information such as trade secrets, product formulas or recipes, and financial records have been stolen or compromised, doing enormous damage to the company.

Today’s businesses must hire commercial paper shredding companies to ensure their information is destroyed properly. Thorough, scheduled shredding isn’t a tedious practice, it’s a vital part of data security, and can save your company valuable resources. At IntelliShred, we can provide you with the document destruction services you need to clear out space, improve employee productivity and most importantly, protect the valuable information you’ve accumulated to keep your business secure. The list is not exhaustive, but here are three benefits you’ll gain from our services.

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

  • Productivity – Time is money as the saying goes, and in today’s demanding business environment, it’s never been more true. Employees are required to produce results at unprecedented levels, and if they are forced to spend their time on paper shredding, they won’t be able to devote their energy to the projects you need to achieve maximum productivity and profit. With IntelliShred, you can let us handle your regular shredding needs so you can get back to work.
  • Protection – From the Health Insurance Portability and Accountability Act to the Fair and Accurate Credit Transactions Act, we’re familiar with the laws surrounding information security, and we’re able to destroy your documents according to all government regulations so that they are completely irrecoverable. 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. From locked document containers to tracking systems that monitor your documents as they are handled, we provide multiple security measures to ensure that all information security rules are followed, thus saving you the cost incurred by potential violations. We will also give you a certificate of destruction to verify that you have adequately shredded your documents, protecting you from costly liability claims.
  • Profit – One way or another, companies that produce large quantities of documentation are going to have to dispose of their data. The space required to store accumulated documents, the time taken for employees to properly dispose of them, and the cost of adequately disposing of their paper is all much more expensive than our low-cost scheduled shredding services. We will develop a weekly, bi-weekly, or monthly shredding schedule based on the needs of your business, and our scheduled shredding services will keep your office space clutter-free and running smoothly, at an affordable cost to you.
  • Reducing liability – 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.
  • Protecting your business reputation – 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!

From freeing up your employees to do more productive work, to protecting yourself from security breaches and ensuing legal violations, to clearing out space and finding a more cost-effective way to dispose of your documents, the benefits of regular shredding are so numerous that the only question to be asked is: why would you dispose of your documents any other way? Our scheduled shredding services are both affordable and professionally handled, and our customized shredding appointments may even save you money on our own services. So, if you need a safer way to protect your sensitive information and want to save on time, money and resources, start by letting IntelliShred handle your scheduled shredding needs!

Usually when we think of identity theft, data breaches of large companies like Target, Marriott, and Yahoo! come to mind. But did you know that identity theft happens from paper documents as well? Over half of all identity thefts in recent years are non-digital.

This often comes as a surprise, as most people don’t realize that identity thieves are still out there trying to steal identities and confidential information from paper documents. This is why commercial paper shredding is so important.

If your company has sensitive paper documents with customer and employee information, patient information, or other things that you wouldn’t want in anyone else’s hands, you need to consider a paper shredding service. Read on to learn more.

What is Commercial Paper Shredding?

Commercial paper shredding companies provide your company or organization with a shredding bin that looks much like a large trash can. It has a lock that can only be opened with a key so you are safe putting sensitive documents inside of it. When it is full, or when you schedule with the shredding company, they come to your site to shred your documents.

Most companies will bring a truck to your office building and shred on-site. They never leave your offices with the paper documents intact and you can be present for the shredding. Reputable companies like IntelliShred will provide you with a certificate of destruction which details exactly how many documents were shredded and states that they were destroyed safely and securely.

Benefits of Commercial Paper Shredding

There are many benefits to commercial paper shredding, including:

  • Regular or one-time shredding (you can schedule a shredding bin to be placed once or twice a year or have on-site shredding be a regular occurrence)
  • Safe and secure document destruction
  • Eliminates the need for office paper shredders and disposal of shredded materials
  • Peace of mind that sensitive information will not end up in the wrong hands
  • Ability to see your documents be shredded

In addition, commercial paper shredding saves you a great deal of time and resources. By hiring a company to handle your shredding, you don’t have to assign an employee to handle the shredding and you don’t have to have multiple shredders available to employees if they are responsible for shredding their own documents.

What to Look For

There are certain things you should look for in your commercial shredding company, including:

  • Onsite shredding
  • Guarantees that information on the documents is not recoverable
  • Locked shredding bins placed in your offices
  • Certificates of destruction
  • Bonus services, such as destruction of electronic material or recycling of keyboards, monitors, printers, etc.

Hire a Commercial Shredding Company Today

You wouldn’t leave data security to someone without experience in cybersecurity, so don’t leave document destruction to someone who doesn’t specialize in commercial paper shredding. Keep your information safe and secure with a company that can handle the shredding for you.

If you’re looking for a commercial paper shredding company in the Tri-State area today, IntelliShred is here for you. Our services include on-site document shredding as well as e-waste disposal and destruction of sensitive electronic materials. Contact us today for a quote.