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The shredding of documents is a critical component of an organization’s information security program. Once a business has decided which type of shredding it wants, it must choose the service provider. There are so many shredding services providers out there that it can be difficult to know where to start. The right partner will understand your needs and be able to offer you a bespoke solution that matches them. You should ask the right questions in order to ensure you end up with the right information security partner. Here are six questions you should ask when choosing a shredding service provider:
The first thing you should ask your shredding service provider is about their auditing procedure. Although there are strict privacy regulations for the shredding industry, you need to understand what data your service provider is able to access. Once you know this, you can determine which company is best for your organization. For example, a cross-cut shredding provider can operate a central facility and monitor the shredding activity of all customers. This allows them to check the number of records shredded. You should also make sure that the shredding service provider operates with GPS tracked vehicles. If your organization deals with sensitive data, you will want to choose a shredding service provider that can comply with your strict data protection needs. You need a partner that can issue a Certificate of Destruction for your audit purposes, and comply with the latest regulations, including PDPA.
Before you choose your shredding service provider, you need to understand their shredding process. There are two types of shredders used in the industry: cross-cut and strip-cut. Cross-cut shredders produce small pieces of paper that can’t be reassembled. They are the most secure form of document shredding. Strip-cut shredders, however, produce large pieces of paper that can be pieced back together. It isn’t recommended that you use a strip-cut shredder for an organization’s records unless they are only housing non-sensitive documents. The next step in the shredding process is collecting the document. Depending on the type of shredding service you choose, you may be able to drop off your documents at their facility or they may visit your office to collect them. The last step is disposing of the shredded documents. You will likely have to pay for this service, as it is not environmentally friendly to dispose of shredded paper in your business’s trash.
No matter which shredding service you choose, there is no guarantee that your data will be permanently destroyed. However, there are some shredding service providers that provide a guarantee of data destruction. This means that a Certificate of Destruction is issued upon completion of service. A good shredding service provider will be able to guarantee that your documents have been destroyed beyond repair. This means they’ve been shredded into such small pieces that no one would be able to piece them back together. If you are dealing with sensitive data, it is critical that your data is 100% destroyed. You can’t risk it falling into the wrong hands again. Choose a shredding service provider that can guarantee data destruction and provides you with proof that the documents have been destroyed.
Another question you should ask your shredding service provider is if they offer environmental initiatives. It is important to consider the environmental impact of your organization’s paper shredding needs. A number of shredding service providers have made it a priority to reduce their carbon footprint. You may want to choose a shredding service provider that offers paper recycling, uses eco-friendly shredders, or participates in other initiatives to reduce its carbon footprint. This will help you reduce your organization’s carbon footprint, too. When selecting a shredding service provider, look for partners that offer these types of initiatives. It will help your business make a positive impact on the environment. Some shredding service providers even make donations to charity organizations for a certain quantity recycled.
The final question you should ask when choosing a shredding service provider is how much their services will cost. It is important that you find a shredding service provider that matches your budget. There are a variety of pricing models used by shredding service providers. There are also seasonal variations, so you need to make sure you understand how the pricing model works before selecting a shredding service provider. It is best to get multiple quotes from different shredding providers so you can find the one that best meets your needs at a price you can afford. Once you’ve chosen your shredding service provider, make sure you get a written agreement that spells out all of the terms and conditions of the deal. You also want to make sure that you ask about any additional services that you might need, such as document destruction verification. These are critical components of your information security program.
The shredding of documents is a critical component of an organization’s information security program. Once a business has decided which type of shredding it wants, it must choose the service provider. There are so many shredding services providers out there that it can be difficult to know where to start. The right partner will understand your needs and be able to offer you a bespoke solution that matches them. You should ask the right questions in order to ensure you end up with the right information security partner. The six questions above will help you choose the right shredding service provider for your organization.