Articles, Insights, and Updates


Preparing for a Professional Document Shredding Service

Preparing for a Professional Document Shredding Service

Whether you’re a healthcare provider with access to patient records or you’re an accounting firm with sensitive financial client documents, chances are you may have accumulated a lot of paperwork over the years and it’s time to clean those records out.  The safest and most secure way to dispose of documents containing confidential information is to have them shredded by a reliable, professional company that specializes in data destruction.

Preparing for a Professional Document Shredding Service

While the amount of paper and documents you have collected over the years may seem overwhelming, preparing them for a shredding service is pretty easy. Consistently managing your patient or client records or even business documents will help alleviate some stress when it comes time for your shredding services. In this article are steps you can take to prepare for your professional document shredding service.

What Documents or Records will be Shredded?

When determining which documents or records are ready for shredding, there are several factors to consider. Does the document contain personal identifiable information (PII)? This type of information can include full name, address, social security number, driver's license, financial information, and more which is data that can potentially identify a specific individual. This information getting into the wrong hands increases the risk of identity theft. Other documents to consider for shredding disposal could be your practice or business internal financial records, bank statements, tax records, employee files, etc.

You’ll also want to determine if the documents you’re having shredded are past their retention time. There are regulations for a variety of industries that must be followed as it relates to the amount of time to retain records. It is important to understand all local, state, and federal laws for protecting patient, customer, or client personal information. If you are unsure of what to keep or what to shred, consult a tax or legal adviser.

What to do with Staples, Paperclips, Rubber Bands, and Binders

If any of your documents or records contain items such as staples, paperclips, rubber bands, or binders, don’t worry! These items don’t need to be removed. Most industrial-sized shredders or grinders like the one we at BWS have in house, can easily shred those items along with your paper materials.

How About X-rays?

X-rays can be shredded! However, you’ll want to separate the x-rays from your paper waste. The reason they should be separated is because generally there are different recyclers for paper waste and x-ray films. X-rays contain silver which is harmful to the environment when they’re not disposed of properly. The disposal rates can vary between paper waste and x-rays as well.

What to do with Mixed Media

Mixed media type of items that may require secure disposal are hard drives, external drives, DVD’s/CD’s, and flash drives to name a few. Especially if you have any of these types of mixed media that contain sensitive and personal information, you’ll want to have these shredded for disposal. This will ensure that no confidential information stored on these items can be retrieved for misuse.

Making Your Shred Appointment

Now that you have your paper, documents, or items ready for safe and secure disposal, your next step is scheduling an appointment or service with a professional data destruction expert, like us at BWS. Some of the questions you will be asked in order to provide you accurate pricing may include,

  • How many boxes? This is generally based on copy paper size boxes or banker style boxes with approximate dimensions of 12” x 15” x 10”. Any boxes larger than that may be considered oversized and priced at higher rate. If you do not have your documents or records boxed up, that’s okay! Our service technician could wheel in a cart or bin for the shelves or cabinets to be emptied into. In this case, you may be quoted a cart or bin disposal rate.
  • What type of material for shredding disposal? There are a variety of documents or items that require secure shredding disposal. Let us know if its all paper you have, x-rays, hard drives, mixed media, overrun products, sensitive collectables to deaccession, or something else.
  • Where are the boxes located? You may be storing the records or documents in your office or facility, or you may have them at an offsite storage facility. That will help determine the logistics and any special accommodations to consider in the pricing.
  • Special accommodations. This could include unusual circumstances at the pick up site, such as below or above ground level without elevator access or only stair access. It’s best to provide as much detail as possible about the pick up site to avoid any additional fees that could be assessed on-site the day of service.
  • When do you need service? Let us know if you need a pick up the same day (subject to availability), within one week, or within 2-3 weeks. If you need on-going routine scheduled services, we offer a variety of options and schedules to best fit your needs.
  • On-site, Off-site, or Drop-off? On-site shredding may be the best option for larger cleanouts and purges where witnessed destruction is preferred or required. The mobile service is provided on-site where you can view the shredding taking place from the truck’s monitor. For Off-site services, all of the same safety steps are taken as On-site shredding except the documents or items being shredded are brought back to our facility for the service to be completed. This service is generally more economical for a smaller number of boxes, large non-paper items, or if you’re medical waste is being picked up together with your shredding. Drop-off service may be a better fit for your needs. After reviewing the details of your shredding request, one of our specialized Customer Care team members will help determine the best service option.

During the day of your service, if there are any bins or boxes you want to keep, please let our technician know. We understand that you may have been using these items for temporary storage and prefer to restore them to their original use.

Your Certificate of Destruction

Once the shredding services have been completed, you will want a Certificate of Destruction. This document is your proof showing safe and secure disposal following all local, state, and federal regulatory requirements ensuring the protection of customer and client personal data. The Certificate of Destruction is provided by the professional and reputable shredding company you hire to perform the services.

Partnering with BWS to Provide Secure, Reliable Data Destruction Services

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 Maryland, Virginia, Washington D.C., Delaware, Pennsylvania, and West Virginia.  Partnering with a professional, reputable company who understands regulations and how to properly manage confidential data will help keep you legally compliant, while maintaining client privacy and your company’s reputation. 

We are committed to providing our customers with secure, reliable shredding management services they can count on to keep them compliant and protect their client’s confidential information.  Call or contact us today to partner with a local, experienced, professional shredding management company.

Share this article:

Ready to get started?

Request A Quote

Our Dedication to Providing the Highest Quality Regulated Waste Services
is Shown in What Our Clients Say About Our Work

We provide an outstanding value and service to our regulated waste customers and pride ourselves on our 100% customer satisfaction with 99% customer retention ratio.

“Our office has been utilizing the services of Biomedical Waste Services, Inc. (BWS) for well over a decade. Their caring, dedicated, and professional team have made it an absolute pleasure to do business with. They are always prompt and courteous in providing whatever service we ask of them. We highly recommend them for your practice!!”

Paul R Miller, D.D.S. and Team

“Our experience with BWS has been uniformly positive. Their services are prompt, professional, and reliable. Their prices are fair and upfront, with no hidden or recurring charges. We highly recommend them as a vendor.”

ZytoGen Patient Services

“My review from 2019: Still using BWS and still think they're great! My review from 2016: We've been doing business with BWS for a few years now, and their service and pricing are great. We previously used a company who provides the same service in our area but overcharged us for years. I would definitely recommend BWS to anyone in the market for waste disposal at a great price with excellent service.”

“I have fantastic very dependable experience using BWS. I have used them weekly for the last 17 years in my dental practice. There always on the day that they're supposed to be, there's never been an issue with any of the invoices.”

Akbar Masood, D.D.S.

“BWS has been handling our biohazardous waste disposal for three years. They have always been helpful and dependable. I recommend them to all who need biohazardous waste disposal services.”

Chris Donaldson

“Been working with BWS for 10+ years. Fantastic service, always on time and polite.”

Dharani Jasthi

“Prompt, professional, and awesome business. We have worked with them for years and couldn't be happier.”

Tomicka Jackson-George, D.M.D.

“I've used BWS for several years now. Their service is great and their fees are very reasonable, making BWS a great value in hazardous waste removal.”

Louis Sachs, D.D.S.

“Professional and always on time! Great service!”

Kate Blair English

“Great option for healthcare waste management. BWS is an independent owned professional organization that is built on integrity and trust. There is no other company in the region that I'd recommend more. Most others say the right things the folks at BWS do the right thing. I'll continue to recommend them.”

Dave Ryan

We are a medical practice in a new location and needed hazardous waste removal services. We have been so pleased with the level of service and professionalism on both the admin and field work end of BWS services, and their pricing is fair and flexible. We would highly recommend them to any medical practice in need of these services.

Kerry Owens, Avalon Plastic Surgery

Every staff member that I have interacted with has been very friendly. They are quick to respond to emails and do a great job.

Jamie Fleming, National Spine & Pain Centers

Excellent company. Received notification that I was on schedule, showed up as promised, and very professional service from office to driver. Excellent service!!!

Keith Roberts, Biomatrix Specialty Pharmacy

Great service! They are always responsive and ready to help. 100% recommended.

Mireia Pedragosa Marin, Synergy Research

They were responsive and quickly start services. They were also great at answering all my questions and updating on when services would start.

Rebecca Crouse, Randolph Macon Academy

We used BWS for sharps disposal at a doctor's office. I saw their bright truck in the parking lot at work which lead me to call for a quote. They responded to my inquiry quickly and thoroughly, answering all my questions. They gave me pricing that was very reasonable, and lower than many companies I checked. They were a pleasure to communicate with via phone and email, no phone tag! The truck arrived the day and time we planned. The driver was very personable and easy to communicate with. The people I interacted with seem to understand the value of customer service. I would highly recommend them. They will take care of you.

Melissa C, Patriot Chiropractic

Excellent, professional service and very reasonable price on medical waste removal. Danielle was fantastic to work with - thanks Danielle!

Dr. Rosario Ignacio

Reliable and affordable

Dr. Thomas Lutz, Odenton Family Dentistry

I've used BWS for several years now. Their service is great and their fees are very reasonable, making BWS a great value in hazardous waste removal. Over the 20+ years that I have used them the scope of their services has increased as well as making documentation of their service easier to use!

Dr. Louis Sachs, DDS

I ran a dental charity for many years, organizing huge clinics to treat those in need. BWS donated their waste disposal services for every clinic for many years, and they continue to do so to this day. This is always a huge job, and they are always reliable, dedicated, and fun to work with. They know what it means to give back.

Eric B.

Great service & professional reps

Brenda Shah

Stay connected - Be the first to know!