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Ways Your Business Can Benefit from a Professional Records Management Service

Is records management currently an afterthought in your organization?

Many businesses don’t have the expertise or resources to manage information properly. A professional records management service can help you to do that by implementing formal processes and systems that increase productivity and profitability.
Here are a few ways your business can benefit from a professional records management service:

Records security and protection

Poor records security and protection is a leading cause of corporate identity theft, business fraud and data loss. A professional records management plan identifies physical security and safety risks that you may have overlooked, such as:

  • Unlocked file cabinets
  • Unmonitored document retrieval
  • Water and fire damage exposure

Professional records storage eliminates these risks. Record centers are designed with the following features to protect paper documents from unauthorized access and physical damage:

  • Perimeter security
  • In-rack fire suppression systems
  • Security camera monitoring

In addition to those security features, records center professionals will manage your offsite inventory and adhere to strict information handling procedures at all times to maintain chain of custody for your records.

Retention compliance

Your company must follow state, local and federal retention laws. If documents are kept too long or destroyed too soon it can result in thousands of dollars of fines. A professional records management service keeps your records organized and controlled for retention lifecycle compliance. Specialized records technology with a secure web link gives authorized end users in your organization the ability to stay on top of retention requirements for:

  • Viewing of retention inventory
  • Retention lifecycle monitoring and adjustment
  • Verifying and editing of destruction dates

With your final authorization, your records management provider destroys documents for final disposition per retention guidelines.

Efficient file retrieval

Manually retrieving files from filing cabinets is a time consuming way to access information; especially if documents aren’t properly organized in the first place. A professional records management service offers a couple of ways to streamline file retrieval processes for your staff. First, active records can be scanned and converted to electronic access for swift digital access. Second, archival documents stored off-site in a commercial records center can be retrieved for you as soon as they’re requested. Files can be either hand delivered or converted to digital files with a Scan on Demand solution for electronic delivery.

Profitability

Lastly, but no less important, a professional records management service can also have a positive impact on your company’s bottom line. Maintaining and managing records inventories internally increases your overhead and administrative costs. Office space for storing documents and files is expensive. So is hiring a full time records manager. A professional records management service eliminates these costs while providing you with a reliable off-site document storage and management solution.

A professional records management service helps you control your information from creation to final disposition for improved security, compliance and productivity.

Richards & Richards provides records and information management services for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

Leaks, Pests, Snoops and Other Risks to Your Documents

What’s lurking where your records are stored? Is it a thief hoping to gain access to confidential information, or a dishonest employee snooping in personnel records? Perhaps a pest is slowly eating away at critical documents, or the slow drip of a leak is quietly destroying your archival files. There are many risks to your documents that you should be aware of:

1. Leaky basements

Are your business records stored in the basement? If so, you’re not alone. Many organizations use basements for storage of documents and files. It might seem like a practical storage solution, but it’s also a risky one.

The basement is where your water pipes are located; and water and paper don’t mix. If a pipe leaks, your entire records inventory can become a soggy, mildewed mess. The costs of wet document restoration costs are exorbitant Is it really worth the risk?

A commercial records center offers a superior alternative to basement storage. Your records are stored off the floor on high-density, purpose-built racking systems. In addition to protecting your documents from water damage, a commercial records center is designed to safeguard your records from fires and natural disasters. The cost of storing in a records center may even surprise you: it’s often less than the cost of storing your files on-site at your office.

2. Pests

If creepy crawlies make you shiver, you’d shudder to think what they can do to your documents. Rats, booklice and beetles can make a quick meal of your paper files. When your paper records are stored in dirty, dusty areas like basements, attics and garages they’re prone to pest infestation.

A commercial records center offers the most pristine environment for storing your records. Food and drink are prohibited. The floor is swept daily and pest management systems are used to prevent pests from damaging or destroying document inventories.

3. Snoops, thieves, and dishonest employees

You do your best to recruit honest employees, but not every hire fits the bill. Snoops can wreak havoc on your organization by stealing all types of confidential information, such as:

  • Personnel records
  • Proprietary data
  • Trade secrets
  • Financial documents
  • Personal data

While many organizations spend lots of money preventing outsider theft, insider theft risks can go unacknowledged or undetected until it’s too late. And snooping is easy when file retrievals and returns aren’t tracked or monitored.

The benefits of professional records storage

By using a professional records storage service, you can make sure that only authorized personnel have access to private information. Confidential files are stored offsite, barcoded, and tracked for a complete audit trail of file access. Authorized personnel can request files as needed, and access levels are customized to each end user in your organization, so you always control access, know who has viewed a file, and when.

Paper documents contain some of your organization’s most valuable information. By understanding the risks to them, you can find a storage solution that offers the protection they deserve.

Richards & Richards provides records storage services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

The Questions to Ask When Choosing a Document Destruction Company

Every major metropolitan area has a handful or more of document destruction providers to choose from. But how can you find out which vendor will offer the most reliable, secure and exceptional service? Here we’ve come up with a list of questions to help you choose the right document destruction company for your business.

Question #1: What are your service options?

It’s important to choose a document destruction company that provides the right service for your business. You should never have to bend over backwards to have your needs met. Early in your selection process, ask about the document destruction services each vendor offers.

If you’re currently spending a great deal of time shredding files with an office shredding machine, a scheduled shred service will help streamline your document disposal process. Or, if your company doesn’t generate much paper waste at all, you may only need a one-time file purge service every so often.

Question # 2: What is your Chain of Custody process?

Security should be the top priority of any document destruction process. Unfortunately, many paper shredding companies treat security as an “extra.” You can find out the true value your vendor places on security by asking about their chain of custody processes. Chain of custody refers to how your information is collected, handled, tracked and protected during document destruction.

With a scheduled document destruction service, locked collection consoles should be placed in your office to enable confidential files to be securely dropped inside. Each console has a bag with a matching bar code. Bar coding enables tracking of each bag and console.

According to your customized shredding schedule, a screened document destruction technician arrives at your office, opens each console one at a time, and scans both the container and bag bar code. Then they empty contents of each bag into a 95-gallon rolling bin. The bin is then locked and transferred to a GPS-tracked vehicle for transport to the shredding facility. Once there, your documents are shredded and the whole process is recorded. You receive a Certificate of Destruction at the completion of the shredding process.

Question #3: Are You NAID AAA Certified?

The National Association of Information Destruction (NAID) provides oversight for the shredding and destruction industry. In addition to verifying that strict chain of custody processes are followed, NAID AAA Certified document destruction vendors are subject to stringent, unscheduled audits confirming compliance with NAID security standards regarding:

  • Personnel screening practices
  • Equipment and facility safety
  • Insurance requirements

A NAID AAA Certified document destruction company ensures the privacy of your information through strict processes, ongoing training, and independent audits.

Question #4: What other affiliations do you have?

Besides finding out if a paper shredding company is NAID AAA Certified, you’ll also learn a lot about your prospective document destruction partner by assessing their involvement in other trade organizations. Look for a company involved with the following organizations:

  • Professional Records and Information Services (PRISM) International
  • The Association of Records Managers and Administrators (ARMA) International
  • Association of Legal Administrators (ALA)
  • Data Protection Association (DPA)

Membership in these organizations is an indicator of a potential shredding vendor’s commitment to records and information management best practices.

Question #5: How long have you been in business?

When it comes to your confidential information, you want a document destruction company with experience and financial stability. Find out the year your potential vendor was established.

Question #6: Is all shredded material recycled?

If you’ve worked hard to encourage recycling within your business, you want to make sure your document destruction vendor shares your commitment to a healthy environment. An environmentally-responsible paper shredding company will bale and send all shredded material to a secure recycling partner. It is important to know how the recycler handles your paper as well, your documents should be secured behind locks and tracking until the ink is off the paper.

Asking all of these questions will help you choose the right document destruction company for your business.

Richards & Richards provides secure shredding services for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

4 Ways to Tune Up Your Document Disposal Program

Tune-ups aren’t just for bicycles, motorcycles and cars. This is the perfect time of year to tune up your document disposal program. By revising the way you dispose of no-longer-needed documents and files, your business benefits from:

  • Increased regulatory compliance
  • Improved privacy protection
  • Better productivity

Here we offer four ways to tune up your document disposal program:

1. Tighten security

A secure document disposal process should be your top priority. According to a study by Risk Based Security and the Open Security Foundation, over 300,000 records were subject to information breaches in 2013 as a result of improper disposal.

When relying on an office shredder, your documents can still be compromised. If the shredding machine is broken, files are likely to pile up in unsecured areas simply because they can’t be destroyed. Even if the shredder is working properly, it takes so long to shred documents that your employees may be tempted to toss files in the trash. And documents that are shredded may not be completely destroyed. By contrast, a NAID AAA Certified paper shredding service ensures that your documents are destroyed according to strict security guidelines. The facility where your documents are shredded is protected by a controlled access gate, fence, and actively monitored security cameras and sensors. Screened professional shredding technicians handle, transport and destroy your information. Each destruction project is recorded to video and stored for 90 days. And you receive a Certificate of Destruction documenting the time and date of shredding.

2. Set up a routine

Regular document disposal reduces security risks and ensures your company is complying with privacy protection laws such as:

  • HIPAA
  • FACTA
  • SOX
  • GLB

A scheduled shredding service not only guarantees that your confidential paperwork is destroyed promptly, but also encourages your employees to regularly dispose of expired paperwork. With scheduled shredding, locked collection containers placed in your office offer a two-second solution to standing over an office shredder for several minutes. When it’s so easy to securely dispose of documents, employees are far more likely to follow through with it.

3. Make it sustainable

Tuning up your document disposal program also creates a more environmentally-sustainable workplace. Documents tossed in recycling bins without being shredded can lead directly to information breaches. But when you use secure shredding service, you know your documents are being properly recycled after destruction. All shredded paper is converted to large bales of paper, and the bales are then turned into a variety of recycled paper products at a domestic paper mill.

4. Include non-paper media in your disposal program

While tuning up your document disposal program, you might as well do the same for your digital media disposal practices. Your backup tapes, hard drives, USB drives, CDs and DVDs also contain sensitive information, and like your paper documents, they should be disposed of securely and efficiently.

With the right professional shredding service, unwanted digital media can be collected alongside your paper records for secure, NAID AAA Certified destruction. A specialized shredder permanently destroys your tapes and hard drives, rendering all data permanently irrecoverable. As with your paper records, you receive a Certificate of Destruction after your media has been destroyed.

With these four steps in mind, you can tune up your document disposal program and keep your business on the road to success!

Richards & Richards provides secure shredding services for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

4 Strategies for Safeguarding Your Data

Protecting your business data has never been more important. A number of state and federal privacy protection regulations impose stiff fines for non-compliance. And data breaches and loss can have a serious impact on your company’s brand, reputation, and financial health. Here are four ways to safeguard your data.

1. Store your data offsite

An unforeseen data loss event at your primary business location can bring your organization to a standstill, but storing your paper and digital records offsite can protect you from complete data loss.

Documents damaged by fire and floods are expensive—if not impossible—to restore. However, storing them offsite in a commercial records center ensures they are always safe. State-of-the-art security and fire suppression systems protect your paper records while barcode tracking ensures they are able to be retrieved quickly to support your data recovery needs.

A media vault provides similar security for your digital data. Your tapes and hard drives are stored in a specialized environment for their protection and preservation. The best media vaults are built with ceramic fiber walls to protect your media from intense heat from a building fire. A waterless fire suppression system is used within the vault; if deployed, it does not damage or leave a residue on your media.

Video surveillance technology, security systems, and entry access controls are used within both records centers and media vaults to prevent unauthorized access to your data.

2. Make sure your media is properly destroyed

Data stored on tapes, hard disks, and other forms of electronic media is susceptible to theft if not properly destroyed. Just deleting the data stored on your media before tossing it out isn’t enough—with special tools, confidential information can still be extracted from these devices. The only way to ensure your sensitive information is truly unreadable is through physical destruction of your media.

A NAID AAA Certified media and hard drive shredding service ensures your data is permanently destroyed. Your media is destroyed in a specialized shredder that grinds tapes and hard drives into small particles, rendering all data irrecoverable. Each hard drive received for destruction is barcoded and scanned to verify destruction, and a Certificate of Destruction is provided at the completion of your media shredding project.

3. Use a cloud backup solution

If your business doesn’t have the IT resources or staff to perform routine backups, a cloud backup solution continuously protects your data. All data you wish to back up, including data on your servers, computers and mobile devices, is automatically encrypted and uploaded to a purpose-built data center for protection. A cloud backup solution eliminates the need for:

  • Manual tape backup
  • Tape management hardware and software
  • Ongoing maintenance costs

Your cloud backup solution provider will help you find the best cloud backup solution to meet your data protection and recovery needs.

4. Teach your staff about data security

The 2012 Ponemon Global Cost of a Data Breach study found that almost two-thirds of data breaches could be attributed to employee negligence or human error. This statistic underscores the need to educate your employees about the importance of data security. Educate your staff about how to handle sensitive and confidential data, and highlight the risks associated with the following behaviors:

  • Leaving confidential paperwork on desktops
  • Installing unauthorized software on company computers
  • Opening suspicious emails
  • Using a single password for multiple applications

If your organization is subject to federal privacy protection regulations, make sure your staff understands how proper data security ensures your organization’s compliance. The more data security knowledge you offer your employees, the savvier they will be about protecting your information.

While safeguarding your data is crucial, it doesn’t have to be complicated. A professional records and information management services provider can implement a custom data security solution that protects all areas of your business.
Richards & Richards provides records and information management services for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

The Top 4 Principles of Data Loss Prevention

Fire, theft, floods, natural disasters and human error can all cause data loss. The more preparation you put into protecting your data, the less risk to your company. Here we’ve outlined the top four principles of data loss prevention so your information is always available to support your business needs.

1. Decide which backup strategy meets your needs

A professional data protection company can help you find the best backup strategy to meet your needs. Regular backups, which are the foundation of data loss prevention, is the process of copying files and applications so they can be restored after a data loss event. Unfortunately, there’s not a one-size-fits-all approach to backups; each company has unique backup requirements.

There are two types of backup strategies. Cloud backup allows businesses with limited IT resources to automate the backup process and electronically transfer all data offsite with encryption. Offline, local backup uses dedicated hardware to quickly save large amounts of backup data on magnetic tapes. Sometimes, a combination of cloud and offline backups is used by companies to meet legal and regulatory compliance standards.

The backup strategy you select should be based on the following:

  • Your budget
  • The type and volume of backup data
  • Your information access requirements

2. Store backup media off-site

A cloud backup service automatically transfers your backup data via the internet to a secure data center. An offline, local backup solution requires that your backup media be physically transferred to a secure location. The consequences of a disaster occurring at your primary business location are compounded if the backup media you are relying on is also stored there.

A media rotation service physically transfers your data off-site to a media vault facility. On a backup schedule determined by you, a data protection professional picks up your media and securely transports it to the vault in a specialized container and vehicle. Media vaults are designed with the following features to protect your data from fire, theft, flooding and natural disasters:

  • Waterless fire suppression system
  • Temperature and humidity controls
  • Controlled entry system
  • Alarm and video monitoring systems

3. Implement a backup schedule

Many companies save a combination of full and incremental backups on a daily, weekly or monthly basis to ensure optimal data preservation. Disasters can happen at any time, and routinely backing up your data ensures that you can pinpoint a moment in time from which to restore it.

4. Test your recovery capability

It’s risky to assume your data will be easily recoverable. Any number of circumstances may occur that could prevent your data from being properly written to tape or disk:

  • Magnetic interference
  • Defective hardware
  • Corrupted files
  • Incomplete or incorrect backup procedures

Just as you schedule your backups, also schedule times throughout the year to verify that you can properly recover your data. This process, commonly referred to as “disaster recovery testing,” assesses the following criteria:

  • Data integrity
  • Data restoration time
  • Gaps in protocols and procedures


At a minimum, your disaster recovery plan should be reviewed every year, including a test restoration of your backup data

Applying these four principles of data loss prevention will allow your business to back up critical information so you can restore it quickly after a disaster and get your business back on track.

Richards & Richards provides data protection and cloud backup services for business throughout Nashville. For more information, please contact us by phone or complete the form on

4 Benefits of Going Paperless

If you are considering going paperless in your business, there’s no better time to do so. Scanning and document management technology has made it easy and cost-effective to convert paper documents into digital files. If you’re still on the fence about going paperless, we’ve highlighted four benefits that may help you make a decision.

1. Reduced business costs

Less paper means reduced costs for your business. When your business is paper-dependent, cases of paper must be purchased and kept on hand at all times. If not purchased outright, printers and photocopiers come with leases and service agreements. Digital information, on the other hand, can be shared without the use of paper, printers, or photocopiers, and multiple individuals in different locations can view the same document simultaneously.

File cabinets tend to take up a lot of floor space in your office. The square footage they occupy may represent a sizeable portion of your office lease costs. Fortunately, digital records storage allow you to reduce your office space requirements, reducing lease costs. If you own your office space, floor space previously used for physical storage of documents can be reallocated for revenue-generating business processes.

2. Easy information sharing

In a paper-based organization, information access depends on where your documents are stored and your proximity to them. If you’re out of the office and need to access a paper document, you either have to drive back to office to retrieve the file or ask someone to retrieve it for you. The latter may not be a secure option if the document you need contains sensitive or confidential information, and in that case, they may not even be able to access the document you need. But digital files can be accessed from anywhere, at any time, to support your information access needs.

3. Efficient workflow

Paper-dependent business processes are slow and error-prone. Inefficient filing and retrieval processes and lost documents can result in issues like:

  • Lost productivity
  • Employee frustration
  • Failure to meet customer expectations
  • Privacy-related legal issues

However, digital documents streamline workflow processes. All information access is electronic, enabling:

  • Automation of tasks
  • Faster invoicing
  • Responsive customer service
  • Document access control and user logging

Replacing paper-reliant workflow processes with digital ones helps your company be more efficient.

4. A greener workplace

When your business reduces its paper dependence, it not only improves your bottom line–it helps keep your business sustainable. Although the United States boasts less than 5% of the world’s population, we consume more than 30% of the world’s paper. By going paperless, your company can play an important role in reversing that trend.

Every business has the opportunity to reap the benefits of paperless business processes. Consider letting a professional document scanning provider help your company transition from paper to digital efficiently and cost effectively.

Richards & Richards provides document scanning and imaging services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

Finding a Scanning Solution That Matches Your Budget

If your business relies heavily on paper, you know it can be expensive and time-consuming. Storing files occupies valuable office space, and paper documents always require management:

  • Printing
  • Duplication
  • Filing
  • Retrieval

The good news is, professional document scanning enables your paper documents to be converted to searchable digital images for more cost-effective information storage and management.

Finding a scanning solution that matches your budget can be challenging. Here we break down the available options so you can determine which one best fits your needs:

Backfile scanning

The “paperless” office is a decades-old concept, but we now live in an age when it’s actually possible. Your stored documents of all sizes and types can be converted into fully-readable and easily-accessible digital images in a scanning process called “backfile conversion.”

Naturally, the more paper scanned, the higher your document scanning costs, which makes backfile scanning a potentially costly endeavor. It may be tempting to handle the scanning process in-house, but that can be even more expensive when you factor in:

  • Equipment purchases
  • Staff management costs
  • The hiring of temporary labor

On top of all this, in-house scanning projects are often interrupted by other revenue-generating and core business processes, and picking them back up later can be challenging. Ensuring accuracy and quality during the conversion is another matter. It’s not uncommon for in-house backfile scanning projects to remain incomplete due to lack of experience and expertise.

Outsourcing your scanning to a professional document imaging provider eliminates infrastructure and capital expenses and enables your documents to be scanned efficiently and accurately without hampering staff productivity. The provider you choose can act as your imaging service bureau, handling:

  • Pickup of documents
  • Scanning preparation
  • Indexing
  • Data entry
  • High-volume scanning
  • Quality assurance
  • Exporting data

Backfile scanning, when handled professionally, enables your files to be converted in the most efficient and economical way possible.

Day forward scanning

Going completely paperless may not be within the reach of your budget, and it may not be the most practical solution for your business. Some documents can be scanned as soon as they enter your workflow. A day forward scanning solution allows active documents to be converted into easily-managed images.

With proper training, day forward scanning can be handled by your staff with the use of desktop scanning equipment. After that, it’s important for your images to be properly protected and organized. A professional online document hosting solution enables any digital file format to be securely transferred to a secure data center for safekeeping and proper management.

Scan on demand

Scanning the entire contents of a one-cubic-foot box of records costs approximately $70. However, the same box can be stored for 10 years for around $36. So it’s more cost-effective to store rarely-accessed paper documents rather than imaging and converting them.

If you have limited office space in which to store your records, a scan on demand service enables your documents to be stored economically in a commercial records center and scanned only if and when you need them. For example, if you need a file that’s stored off-site, a request is submitted to the records center. Within a few hours, the file is imaged and electronically delivered to you—even faster than the physical file can be delivered to you. Scan on demand offers these additional benefits:

  • Reduced file location and retrieval time
  • Anytime records availability
  • Secure document delivery to any location you specify

This money-saving solution enables you to only convert as they are needed to support your business processes.

Document scanning helps ensure timely access to your information, reduces office storage constraints, and improved security. When determining which scanning option best fits your budget, it pays to seek the advice of a local, trusted document scanning solution provider.

Richards & Richards provides document scanning solutions for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

Important Processes for Destroying Confidential Information

Destroying confidential information is not an option—it’s a requirement. In addition to the obligation you have to protect the privacy of your employees and clients, you’re also responsible for following state and federal privacy protection laws. Having a secure process for destroying your confidential information saves your business time and money and reduces privacy breach risks.

Identification

The first step in destroying confidential information is identifying which documents no longer useful to your organization, or those you are not legally obligated to keep. Retention schedules provide a useful benchmark because they clearly define how long documents should be retained and when they should be destroyed. Documents reaching the end of a required retention period should be destroyed after a final review unless they are currently used in litigation processes.

In addition to saving space and providing enhanced security for your confidential information, a records storage service can help you keep up with retention schedules and allow archival documents to be destroyed on time. The retention destruction process works like this:

  • Destruction dates are determined based on federal, state and local laws and regulations
  • Retention data applicable to each file is entered into an inventory management database
  • You are alerted when your file has reached the end of its retention lifecycle
  • The file is then professionally destroyed for you

Collection

You may have your employees destroying documents with office paper shredders. While this may appear to be the most direct path to secure document destruction, in reality, time-consuming shredding duties often get pushed aside in favor of other important tasks. Within a busy office setting, documents can stack up without being shredded for days, weeks or even months.

The collection of any material to be destroyed should be efficient and secure to avoid potential exposure of confidential information. Paper shredding machines require that staples, paperclips, sticky notes and file folders be removed, and files must be broken into shreddable stacks. But when you use professional shred collection containers, whole files can be quickly dropped inside without being disassembled.

If the storage of old, no-longer-needed documents is eating up your valuable office space, a one-time file purge shredding service may be the answer. This service enables collection containers to be delivered to your office, where your staff can drop files for collection and shredding. If you’d like to keep up with your shredding so that document storage never becomes an issue, a scheduled shredding service with collection containers placed throughout your building is the best way to go.

Verification

When using in-house staff to shred your documents, it is very difficult—if not impossible—to verify that information has been destroyed in a timely, secure, and thorough manner. In order to ensure privacy protection for your clients and compliance with privacy laws and regulations, your document destruction process should include verification of destruction.

A professional NAID AAA shredding service incorporates verifiable security standards throughout the destruction process through the following processes:

  • Trained, screened and uniformed staff
  • Strict chain of custody procedures are followed during handling and shredding of documents
  • GPS-tracked vehicles are used to transport shredded material
  • A Certificate of Destruction issued at the end of the destruction process provides you with proof that all documents were destroyed in accordance to the highest privacy protection standards

Your corporate information destruction process should be secure, consistent and easily for your employees to follow. Assess the efficiency of your current system and identify any potential risks that may lead to compromised documents. You may find that a professional shredding service with established procedures and specialized staff can strengthen your privacy protection strategy.

Richards & Richards provides document shredding solutions to business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

5 Ways Professional Shredding Benefits Your Business

Paper shredding is a must for protecting sensitive business information, client records, and employee files. Privacy protection should be at the top of your list when looking for a reputable professional shredding provider. But ensuring your records are destroyed securely isn’t the only thing a professional shredding service can offer your business. In addition to reducing liability and increasing productivity, outsourcing your document shredding also protects your business reputation, contributes to a healthier planet, and saves your organization money.

Enabling productivity

Relying on your office shredder is better than tossing documents in the trash. But it still takes time to feed paper through your shredding machine. Shredding a single file takes several minutes with all of the steps involved, which can include:

  • removing paper clips and staples
  • straightening sheets of paper
  • cleaning up paper particles
  • disposing of shredded paper
  • oiling shredder blades

When you shred your documents in-house, you end up paying your employees to feed a shredder rather than generate revenue for your business.

A professional shredding service enables your staff to be more productive with their time. Collection containers are placed within your office allowing no-longer-needed documents to be discarded quickly and securely. The entire destruction process is handled for you, enabling enhanced productivity for your staff.

Saving money

Maintaining an internal shredding program for your company is expensive. Your costs include:

  • purchasing shredders
  • buying disposal bags
  • performing maintenance
  • replacing inoperable equipment
  • utility expenses

Outsourcing your shredding saves money for your business. Locked collection containers take the place of your electricity-hogging shredding machines. They are emptied for you on a scheduled basis, preventing unauthorized access to your confidential information.

Reducing liability

You can’t ignore your legal obligation to maintain privacy standards for your information. Gramm-Leach-Bliley (GLB), the Health Insurance Portability and Accountability Act (HIPAA) and the Fair and Accurate Credit Transaction Act (FACTA) regulate and enforce standards for maintaining information privacy during the disposal process.

A NAID AAA certified shredding service ensures that the destruction of your documents complies with the privacy protection standards outlined in these laws. A Certificate of Destruction further reduces potential liability risks for your business by providing proof of date, time and method of destruction.

Safeguarding your reputation

Your business reputation is one of your most valuable assets. If your documents aren’t properly destroyed, they may fall into the wrong hands—compromising the trust of your clients, employees and potentially your whole community. It doesn’t take long for a privacy breach to become a news headline.

Professional shredding protects your business reputation by providing reliable and secure destruction of your documents. Screened, uniformed professionals destroy your information following strict chain of custody procedures, the destruction process is recorded, and locked, GPS-tracked vehicles are used to transport your paper records to a secure shredding plant.

Ensuring recycling

You know that recycling your paper contributes to a healthier environment. But after shredding records with an office shredder, it’s too risky to set them aside for recycling. Bags of shredded material are often stolen by criminals hoping to gain access to confidential information.

A professional paper shredding service incorporates recycling into the destruction process without compromising confidentiality. Both shredding and recycling take place within a closed building protected by security procedures and technology. The professional shredding process ensures documented custody throughout the collection, destruction, paper baling and recycling process.

An outsourced shredding solution ensures your confidential information is protected at all times. Once you delve deeper into each of the benefits of professional document destruction, you’ll want it for your business.

Richards & Richards provides outsourced document shredding solutions to business throughout Nashville. For more information, please contact us by phone or complete the form on this page.

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1741 Elm Hill Pike Nashville, TN 37210-5717