5 Benefits of Shredding Your Own Documents

Congratulations on understanding the necessity of shredding unwanted confidential information! The Foreign Account Tax Compliance Act (FACTA) regulations require that any documents with consumer credit information must be properly disposed. With that in mind, the hard part is choosing how to do this - shred the documents yourself or hire an outside agency to do it for you.

While each method has its advantages, we at Monroe Systems for Business strongly believe that the benefits of having access to your own in-house shredder have far more benefits compared to hiring a third-party company. Need more proof? Here are five reasons why you should do your own office shredder.

1. One Time Cost

   There's no doubt about it - shredding is an expense that has to be accounted for. But how long are you willing to pay? When you purchase your own shredder there's a one-time cost involved. The cost varies depending on the quality and size of the machine, the size of the shreds, and how many sheets can be shredded at one time. When you subscribe to a mobile shred service, the cost is never ending. Including the constant increase in fuel surcharges and inflation, you can expect to continually pay more for this service each year. MBM, Formax, and Dahle all have a great wide range of options for you to choose from - plus, who wouldn't want a nice new machine in the office?

2. Documents are Shred Immediately

   By shredding a document as soon as it needs to be destroyed, you're guaranteed that the information will never be seen by others. Years ago, I personally worked for a company that collected all their shredding documents in one room that was picked up quarterly by a third-party shredding company. How is that secure?

   The longer confidential information sits around, the greater the chance it will be seen and used by someone else. Most shredders have an automatic on/off so it will take no more time than using a mobile shred bin. All you need to do is insert your documents and walk away. Your shredder will take care of the rest! The most effective way of destroying confidential materials is by placing a shredder in an centralized office location and shredding at the source.

3. You Know Who is Handling Your Documents

   It's your responsibility to make sure that confidential information is properly disposed. Under FACTA regulations, your organization will be held responsible for any documents they produce that are not properly disposed of and used in an illegal manner. A contract that is signed with a mobile service does not transfer that liability to them. Once the documents leave your facility, can you ever really be sure what happens to them? What if some materials spill out of the truck on the way to their facility? Even though you’ve done a background check on the shredding service, what about a check on the person who actually does the shredding?

   The only way to be absolutely sure, is to shred the documents yourself. This will give you peace of mind that your company’s sensitive information will never be seen by others. Otherwise, are you ever really sure?

4. Shred to a Level That Best Suits Your Needs

   Depending on your documents, some information is more sensitive than others. By choosing a shredder with a smaller particle size, you are able to provide greater security by making it harder to retrieve the shredded information. Mobile services allow for one size which is generally a strip cut and easier particle size to put back together (less secure).

5. No Extra Pickups During Busy Times

   The beginning of the year is often a busier time in regards to shredding. Year-end files are stored, and stored files at the end of their life cycle need to be destroyed. Having your own shredder will allow you to shred all this extra material immediately and at no additional cost. Depending on the time of year, scheduling an extra pickup could be more expensive than your normal rate and require a waiting period. Depending on the type of documents, how long are you willing to let them sit around for others to see?

The Solution is Easy...

To be 100% sure that your company’s sensitive documents are properly handled, you need to have your own shredder at the office. Whether it's a small deskside shredder or large centralized shredder for the office, we have many different options for you to pick. Choose from top brands in the industry including MBM, Formax, and Dahle – I guarantee you won't regret your decision!