The new year is always a great time to get organized, especially with office files and records that have been sitting around in storage. Getting organized around the office and decluttering can help improve productivity and allow you to focus on more important tasks. You may be wondering where to start, because preparing for document cleanouts and shred purges can seem like a daunting task. In this article, we will cover some simple tasks to organizing and preparing for a shred cleanout.

What documents should be shredded?

When in doubt, a shred-all policy is the safest method of managing sensitive business documents such as payroll, patient health records, tax documents, and bank statements. Preparing for everything to be shredded ensures confidential and personal information won’t get into the wrong hands. It’s best to review the policies and guidelines of document retention, as you may be required to store certain types of documents for specific periods of time to keep you compliant as a business owner or manager.

Besides paper documents to shred, you may have data being stored on various media devices to consider shredding as well. These can be items like hard drives, USBs, and CDs. Simply deleting files off of these devices may not be enough to safeguard against potential data breaches. Having media shredded makes any data left behind unrecoverable.

Deciding which shredding service is right for me

Now that you’ve identified all the documents and media to be shredded, there are several shredding service options to consider.  The various options can include off-site shredding, also referred to as pick up or plant service, or on-site, mobile shredding.  Here are some factors to consider when determining which shredding service fits your needs:

• Do you need to witness the shredding? If you need to watch the shredding as it occurs, on-site, mobile shredding may be the best option. A mobile shredding truck arrives and shreds all of your documents and hard drives while at your facility for you to watch.
• When witnessed shredding is not required, off-site or pick up/plant service is an economical option for secure shredding. Documents are securely transported from your office back to our BWS facility to be shredded.
• How are your files and documents stored? Depending on whether your documents or records are stored in boxes, containers, file drawers, or another storage method, certain shredding services may be more efficient than others, which may also contribute to a difference in pricing.
• Do your files contain hanging files, staples, binder clips, etc.? Some of these items may be acceptable. Others may need to be removed to help avoid any labor costs for the shredding company to remove items that can’t be shredded.
• What if I have x-rays? In order for x-rays to be recycled, they need to be separated from any paper documents to be shredded. Either you can do the separating, or we can take care of that for you. Additional fees could apply for BWS to separate the x-rays from the paper.
• Is drop off shred service an option? Yes! We offer drop off services with the ability to watch your documents get shredded. This is a low-cost, convenient option especially when it’s a small number of boxes you can transport yourself.

Scheduling a Shredding Service

Now that you have identified your shredding needs and determined which service may be right for you, your next step will be to schedule your document shredding service. During this step, you will want to discuss the details of your shredding needs with a Customer Care team member so that we can offer the best cost-savings options to fit your budget. Once approved, then it’s time to schedule your shredding service! Certificate of destruction documentation will always be provided with any shred service BWS provides.

Finding a Cost-Efficient Shredding Company in Baltimore

At Biomedical Waste Services, Inc. (BWS), we have over 45 years experience safely collecting, transporting, and disposing of records, documents, hard drives, and more, containing confidential and personal identifiable information generated by a variety of clients in the mid-Atlantic area, including Baltimore, Maryland, Virginia, Washington D.C., Delaware, Pennsylvania, and West Virginia. Our service options include on-site and off-site shredding. Our specialized customer care team will work with you on the best option that fits your needs and your budget. Call or contact us today for a quote and partner with a local and most reliable, professional document and data destruction management company.

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