Are you aware that 60% of data breaches are caused by human error, either by employees or outsourced vendors? Sensitive information that needs to be protected can easily land in the wrong hands, and the repercussions can be hefty. Even if you have a severe cyber security plan, you still have to pair it with tight physical security. Data thieves have their eye on sensitive paperwork as much as they do on digital files. Therefore document shredding companies provide security against the growing data breaches. But for the best results shredding companies have to use the most sophisticated destruction methods. They should also meet all privacy laws and security features. Here are some of the things you need to look out for before hiring a shredding company.
The Company Must Understand Compliance Laws
Each company has their regulations on how to achieve privacy and security. A good shredding company must understand the regulations that apply to your institution and their significance. Whether the company deals in legal matters or health care, you should first inquire from the shredding company what they know about the laws that regulate privacy and security in your field.
Certified by NAID AAA
NAID is the primary regulating body in secure data destruction. Therefore you need to ensure that the company you are hiring for document destruction is certified and follows NAID guidelines. To find a certified company, you have to go through their website to determine if they have a NAID badge.
Secure Shredding Process From Beginning To The End
The shredding process needs to follow a secure chain right from collection, custody and destruction. It means that the company carrying out the shredding can ask the employees to put the document in a particular bin or console, and then you can watch how they are gathered and destroyed. The shredding company must also ensure limited access to the shredding pieces of equipment, waste materials and documents to ensure security to the end of the process.
Off-Site And On-Site Service
Depending on what suits your business, you have the pleasure to choose between on-site and off-site shredding. On-site shredding is done where your business is located; its upside is limiting the loss of documents when transported. When documents are misplaced, they may land in the wrong hands. However, this may not work for businesses that have employees working from home and thus they may organize for off-site shredding regularly or following specific schedules. Therefore whatever your preference is, you need to find a company that is ready to deliver.
Confirm Whether The Company Takes Different Materials
When destroying documents, you want an all-around company that will destroy every single item, from hard drives to papers, so you do not have to distribute the job to several companies. Therefore before making any contract with a shredding company, you have to inquire whether they can handle the different types of sensitive items.
Transparency In Prices
A trusted shredding company should have its prices competitive according to the area where your business is located. For example, they have to include
- Parking fees,
- Environmental fees
- Fuel charges and
- Console delivery charges
However, most companies may not include such prices openly in their quotation, and you may eventually pay more due to these hidden charges. Before hiring a company, ask around for standard prices from businesses that have hired shredding services. Additionally, inquire whether the shredding company has customer loyalty programs that can save you money in the long run.
Proper Hiring And Staff Training
Most people may dismiss this part, but it determines how your materials will be handled and whether privacy will be upheld. Therefore you need to inquire from the shredding company whether they conduct background checks and thorough training of their staff before hiring. Additionally, probe whether the shredding company’s employees value confidentiality and whether they are aware of the repercussions of the breach of this confidentiality.
Certificate Of Destruction
Ensure the company you are hiring provides a certificate of destruction at the end of the shredding process. The certificate is essential for your records so that when you are audited, you can prove that the company is proactive when it comes to data protection.
By considering these factors, you will be able to make an informed decision when making your company selection to ensure your peace of mind when maintaining the company’s privacy. Sometimes employees may protect selective information; thus, you cannot solely depend on them to uphold privacy. Additionally they may reveal the information they have seen such as their colleagues’ salaries and other personal information. Also if you decide to buy a shredder for your business you will have to spend more on its maintenance which may be more costly than hiring a shredding company. Hence the need to hire an effective shredding company.