Paperwork is an inevitable part of running a business. From invoices and contracts to employee records and client information, the number of documents a business needs to keep track of can be overwhelming. Some business records contain sensitive information, making it essential that these documents are handled with extra care.
It’s also important that these documents are properly disposed of when you no longer need them, not only to protect their confidentiality, but also to ensure that your business complies with legal and regulatory data privacy requirements.
However, implementing and then sticking to a company-wide shredding policy can be a challenge. In a business setting, documents can pass through many hands and departments, making it difficult to ensure that every piece of paper is handled consistently and according to company policy. Relying on your employees to handle document destruction can be risky, as it can result in mistakes or lapses in judgment that put sensitive information at risk.
Thankfully, our mobile shredding service offers a convenient and secure solution to your paper problems. By bringing professional, HIPAA-certified document shredding services directly to your place of business, our service ensures that your sensitive documents are properly destroyed, on your schedule, all without disrupting your daily operations.
In this article, we will explore how our mobile shredding service works and how it can help your business simplify the process of document disposal.
What is Mobile Shredding?
Mobile shredding is a convenient and secure solution for businesses that need to destroy sensitive documents on-site, but don’t want to manage the process in-house.
Instead of relying on employees to handle shredding tasks throughout the day, we provide secure locking bins that can be placed throughout your office. Employees simply deposit sensitive documents into these bins as needed, where they remain safely protected until it’s time for destruction.
On a schedule that suits your business’s needs, our technicians will retrieve the bins and transport them to our mobile shredding truck parked just outside your office, where the documents are securely destroyed without ever leaving your premises.
What are the Benefits of Mobile Shredding Services?
Mobile shredding services are perfect for businesses looking to manage their document destruction processes more efficiently and securely, without adding to their own workload. Here’s how your business can benefit from SecureScan’s mobile shredding service:
Convenience
One of the key benefits of our mobile shredding service is the convenience it brings to your business. By outsourcing your shredding needs to us, your employees are freed from the responsibility of managing document destruction.
Instead of wasting valuable time standing around at the shredder, your employees simply drop their documents into one of our secure bins and walk away.
Once you set a shredding schedule, our experts handle the rest. We show up on time every time, we shred your documents, and then we leave. Nothing could be easier.
Simplified Compliance
Staying compliant with data privacy laws and regulations is important, especially when it comes to handling sensitive information. Our mobile shredding service ensures that your documents are destroyed in full compliance with these standards.
We maintain a secure chain of custody for your documents from the moment they are collected until they are shredded, so you can be confident that they are handled appropriately. We also provide a certificate of destruction after each shredding visit, which documents the process and serves as proof that your records were securely destroyed.
Our company also submits to surprise compliance audits and annual security trainings to ensure that our services meet the most stringent requirements.
Eliminate In-House Shredding Equipment
No more long lines at the office shredder, no more noisy machines disrupting the workplace, and no more bags of shredded paper to deal with. Once you engage with a mobile shredding service like ours, the need for in-house shredding equipment and everything that comes with it is gone forever.
Mobile shredding simplifies the document destruction process, making your work environment cleaner, quieter, and more efficient.
Enhanced Office Organization
An often-overlooked benefit of our mobile shredding service is the positive impact it can have on organization.
Without piles of papers lying around waiting to be shredded, your office stays organized and free of clutter. Regular shredding visits prevent documents from building up, preventing your staff from having to sift through piles of documents to find what they need.
How Does Mobile Shredding Work?
Mobile shredding is designed to make the document destruction process seamless and secure. Whether you need a one-time shredding visit or ongoing shredding services, the process is extremely simple. Here’s how it works:
One-Time Shredding Service
If your business requires a one-time shred, the process is straightforward and efficient. Simply schedule a visit at a time that works for you, and our team will arrive at your office with everything needed to tackle your project. Our trained technicians handle all the heavy lifting, retrieving your documents from your office and transporting them directly to one of our mobile shredding trucks parked outside your office. The shredding takes place on-site, and you have the option to watch the process to ensure your documents are being destroyed securely and completely. Once the shredding is complete, we provide you with a certificate of destruction for your records. Depending on the volume, the entire process can be completed in less than an hour.
Recurring Shredding Services
For businesses that continuously generate sensitive documents, our recurring mobile shredding service is the perfect solution.
First, we will deliver secure locking document bins that can be placed in convenient locations throughout your office. These bins will allow your employees to dispose of sensitive documents without worrying about their security. They work pretty much like the book return at the library, each has a slot where employees can insert documents, with no way to get them out until our team unlocks them.
When it’s time for your scheduled shredding visit, our technicians arrive at your office, retrieve the locked bins we delivered earlier, and transport them directly to our mobile shredding truck parked outside your office where they are permanently destroyed without ever leaving the premises.
After the shredding is complete, the empty bins are returned to their original locations throughout your office, ready for your employees to use again. This takes the hassle out of document destruction, making it easy for your business to stay compliant with your shredding policies.
SecureScan’s mobile shredding services are designed to fit seamlessly into your business operations, providing a secure, efficient, and hassle-free solution for document destruction.
Why is Committing to Regular Shredding Visits So Important?
Shredding documents is a critical practice for any business that handles sensitive information. Whether it’s customer data, employee records, financial reports, or confidential contracts, the proper disposal of these documents is necessary for several reasons:
Protecting Sensitive Information
Sensitive information, if not properly destroyed, can easily fall into the wrong hands. This could lead to identity theft and fraud.
Businesses have a responsibility to protect the privacy of their clients, employees, and partners. Failure to do so can result in significant harm to individuals and damage to the company’s reputation.
Legal and Regulatory Compliance
Many industries are governed by strict laws and regulations regarding the handling and disposal of sensitive information.
HIPAA, FACTA, and the GDPR require businesses to take specific steps to protect data, including the proper destruction of documents containing personal information. Non-compliance with these regulations can lead to hefty fines, legal action, and a loss of trust from customers and clients.
Preventing Data Breaches
Data breaches are a serious threat to any business. Improperly discarded documents are a goldmine for criminals and data thieves looking to exploit your business’s or clients’ information. Shredding documents when they are no longer needed ensures that sensitive data is irreversibly destroyed, reducing the risk of a data breach that could have severe financial and reputational consequences.
Environmental Responsibility
Shredding documents before disposal is not only a security measure but also an environmentally responsible practice. Shredded paper is easier to recycle, reducing the amount of waste that ends up in landfills. By committing to document shredding, your business not only protects itself but also contributes to environmental sustainability.
Avoiding Costly Mistakes
Neglecting the importance of document destruction can lead to costly mistakes. If sensitive information is inadvertently disclosed or mishandled, your business could face legal repercussions, financial losses, and damage to its brand. Regularly scheduled shredding visits helps you avoid these risks, ensuring that confidential information is managed properly from creation to destruction.
What’s Next?
If your business is ready to outsource its shredding needs and simplify compliance, SecureScan is here to help. Our mobile shredding services are designed to provide a secure, convenient, and efficient solution for document destruction, custom tailored to meet your specific needs.
Whether you need a one-time bulk shredding services or a recurring shredding service, our team is ready to assist. To learn more about how SecureScan can help your business stay compliant and protect sensitive information, contact us today. Schedule a visit or request a free quote from one of our knowledgeable technicians, and take the first step towards a more secure and organized office environment.
