Keep Your Document Destruction In-House

03/28/2014

Failing to comply with data protection laws can inflict irreparable damage to an organisation’s reputation and bank balance. It can also shatter the confidence of your customer base and rack up a list of hefty industry fines. With identity theft, cybercrime and fraud on the rise, the time has come for businesses to take their document destruction a lot more seriously...

The Case for Having Your Own Shredder

Why you should keep document destruction in-house

Failing to comply with data protection laws can inflict irreparable damage to an organisation’s reputation and bank balance. It can also shatter the confidence of your customer base and rack up a list of hefty industry fines.
 
With research by Quocirca revealing that almost two-thirds (63%) of organisations have suffered at least one print-related data security breach, the time has come for businesses to take their document destruction a lot more seriously.
 
So why should I look to invest in print-related data security? Aren’t my digital documents more important?
 
The continued digitisation of the work place and the influx of mobile solutions have ensured that data security has been focused on digital documents. But with the total cost of data breaches rising again for the sixth consecutive year, businesses cannot afford to devalue any element of the data protection cycle - regardless of whether data is printed or stored on a hard drive.
 
Paper documents may be a more tangible form of data than digital ones, but that doesn’t mean they should be treated with a lesser amount of care. From customer invoices to confidential contractual information, the information that we print out has the potential to cause untold damage should it come into the paths of fraudsters or identity thieves.
 
What are my options for paper destruction? Should I keep it in-house or outsource?
 
Choosing whether to destroy and shred paper documents in-house or outsource the work to a third party can seem like a difficult decision. With many third parties now offering considerable discounts on bulk work, outsourcing your document destruction can seem like the right choice. But as well as representing an added risk to the protection of your data, outsourcing the work can also prove more expensive. Consider the three following points:
 
Chain of custody
Think about why you’re taking the time to destroy your documents in the first place – you want to eliminate any risk of potential data breach or leaking of sensitive company information. By shredding the documents yourself in-house, you’re killing any chance of a data breach at the source. By outsourcing documents to other premises for destruction, the risk of a data breach rises exponentially, regardless of the company’s credentials.
 
Certification
It’s important to remember that not all shredding companies comply with EN15713, the European Standard that sets out the minimum standards for the transport, storage and destruction of data. Even with such certification, shredding documents in-house enables your organisation to use valued and trusted employees to apply your own processes for maximum peace of mind.

 

Reporting
The vast majority of data destruction companies will supply a certificate of destruction as evidence your documents have been destroyed. Despite these certificates however what proof do you have of these methods? In-house shredding ensures you won’t have any concerns about a third party’s trustworthiness.
 
As well as offering your business maximum peace-of mind, shredding in-house can also prove to be a more cost-effective solution. Establishing a working relationship with a partner can seriously eat into resources and employees’ time that could be attributed to managing the partnerships you already have to maintain.
 
Think about the process of evaluating the supplier, overseeing their work, drawing together contracts and maintaining budgets – on top of the monthly fees, outsourcing document destruction to a third party could be more expensive than you think. 
 
Furthermore, it’s also important to take into account the varying levels of confidentiality of the documents you’re currently looking to destroy. As well as offering organisations a failsafe means of destroying highly sensitive data, shredders prove a cost-effective solution of dealing with documents of less importance. Do you really need to pay for an outsourcing service just to destroy a low volume of generic office documentation?
 
Why acquiring a shredder makes sense
 
Whether you’re a large organisation in need of a centralised shredding facility or a smaller start-up requiring a series of units spread around the office, making a one-off investment in a shredder will offer your business the best possible means of preventing a data breach. 

 

Neopost offer a wide range of energy efficient, sleekly designed and highly durable shredders that offer organisations cost-effective and environmentally friendly secure information disposal.

 

If you would like to find out about our range of professional Intimus shredders click here or call us on 1850 33 44 55...

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