Four Features of a Successful Document Shredding Service Provider
Finding a reputable document shredding service in your area is an important part of your overall document management strategy – especially for organizations that manage confidential records including financial statements, employee files, tax records, client information, and more. Your customers and staff depend on you to destroy documents securely and ethically — that’s why you need document shredding in Charlotte, NC that provides dedicated, reliable document destruction you can trust. The security of your business records is too important to risk a data security breach or loss of professional reputation. If you’re looking for a document shredding service near you, there are four important factors to consider to help you find the right fit.
1. No long-term contracts
The cost of document shredding can vary depending on the provider. However, many document shredding companies will try to lock you into a multi-year contract that can cause an inconvenience and put stress on your business should you decide to discontinue the service. Getting stuck in a long-term contract with a shredding provider is like gambling with your company’s data security. Providers with long-term contracts tend to raise rates without notice and lock you in for contract renewal if you aren’t proactively monitoring the terms of the contract.
Instead, choose document shredding services that don’t require long-term contracts and offer a flexible cancellation policy such as a 60-day notice. With Record Storage Systems, customers are never locked into long-term shredding contracts and we work with each customer to develop a shredding schedule that’s affordable and realistic. Record Storage Systems also offers free document shredding to the community once a year.
2. Security and Compliance
Document shredding at Staples is not the most secure form of shredding service available. Your customers rely on you for secure information destruction. Partnering with a document shredding provider who follows NAID-certified guidelines can ensure your professional reputation is safe. HIPAA compliance is also essential if you need to shred medical records. Some organizations will advertise mobile shredding services; however, mobile shredding is not necessarily the most secure option. Outside factors including weather and the location of the mobile shred truck can actually make mobile shredding less secure. Instead, opt for a shredding company that offers a secure chain of custody and transportation method to their facility where records can be destroyed in a controlled environment.
The shredding company should never leave your documents exposed or unprotected. Record Storage Systems ensures all documents are secured in locked containers, transported to the facility by uniformed and insured personnel, and then destroyed in the industrial shredder under 24/7 video surveillance. After every shredding project, a Certificate of Destruction is provided to the customer for verification.
Other articles related to paper shredding and document security:
- Why Secure Document Shredding is Critical to Legal Compliance
- The Biggest Healthcare Data Breaches of 2018
- 3 Examples of How a Data Breach Can Impact Your Company
- Why You Should Never Keep Confidential Records in a Self-Storage Unit
- April is Records and Information Management Awareness Month
- December is National Identity Theft Awareness and Prevention Month – Is Your Organization’s Information Secure?
3. Flexible Service and Scheduling Options
A document shredding provider should offer flexible shred console pickup and delivery options that fit your schedule. Weekly, bi-weekly, and monthly shred console pickups are the standard options. Along with placing a shred console in your office, a company should also offer one-time purges for annual or larger projects. Also, consider a provider that offers other services besides document shredding – such as hard drive destruction, media destruction, document storage, and document scanning. The convenience of having a one-stop-shop for complete lifecycle document management can help you decrease costs and save your staff valuable time.
According to the U.S. Environmental Protection Agency survey, paper products make up more than 25% of all municipal solid waste. A document shredding provider should not only offer secure document destruction, but it should be sustainable too. Record Storage Systems is committed to developing and maintaining sustainable business practices that enhance the quality of life throughout our community while reducing environmental impact and establishing a standard of sustainable responsibility. Through our secure document shredding practices, we’re able to recycle 100% of shredded material. We’re also proud to offer electronic document management solutions that enable our customers to go paperless and reduce their carbon footprint.
More on articles document management and paper shredding:
- 3 Document Management Statistics You Should Know
- The Document Retention Guide to Tax Season: What to Keep and What to Shred
- 5 Ways to Protect Your Organization from Identity Theft
- How to Choose the Right Document Shredding Service for Your Company
- The Top 4 Benefits of Document Shredding
- 3 Simple Ways to Improve Your Document Management this Month
Looking for Charlotte paper shredding? Request a quote.
Record Storage Systems is proud to offer document shredding Charlotte NC in these areas throughout North Carolina and South Carolina: Ballantyne, Boiling Springs, Concord, Charlotte NC, Columbia, Cornelius, Hickory, High Point, Huntersville, Indian Land, Florence, Fort Mill, Gastonia, Greenville, Greensboro, Hickory, Matthews, Mint Hill, Mooresville, Rock Hill, Spartanburg, Statesville