5 Key Questions to Ask Your Paper Shredding Provider

You understand that document destruction is something you can’t be careless about—but how do you ensure your paper shredding provider is as careful as you are? Ask these five questions of your vendor to get helpful insight into the quality and type of service you can expect to receive from them:

1. Are you locally owned?

There are three big differences between a national paper shredding provider and one that’s locally-owned. The first difference is quality of service. A locally owned shredding provider is operated by owner-mangers who are personally invested in earning the trust of their clients. As a result, you are more likely to receive reliable and courteous service at a fair price.

The second difference is flexibility. With a national paper shredding provider, once you’re locked into a contract, it’s difficult to change your shredding schedule. A locally-owned paper shredding company uses a service model that scales to match your changing needs.

And third, supporting a locally-owned paper shredding provider means more money stays in your community.

2. Do you offer service options?

Your business has specific paper shredding requirements and preferences. So naturally, you want a provider who offers a variety of options you can choose from to meet your needs. Whether you need on-site or off-site destruction, on a daily, weekly or quarterly schedule, it’s important to receive a customized shredding service plan that’s tailored to the needs of your organization.

3. How do you destroy sensitive documents?

 It is critical for you to know how your documents are destroyed. If they aren’t shredded in a secure manner, sensitive information may be stolen and misused. Before setting up a service plan with your paper shredding provider, be sure to verify the following things meet your requirements:

• Shredding particle size
• Chain of custody protocols
• Shredding security monitoring and verification

4. Are you NAID AAA Certified?

When it comes to ensuring that your documents are shredded with the highest ethical and security standards, NAID AAA Certification matters. 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 paper shredding providers are subject to stringent, unscheduled audits confirming compliance with NAID security standards regarding:

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

You can easily verify your provider’s certification by visiting NAID online.

5. Are your paper shredding methods compliant with privacy laws?

Perhaps the most essential question to ask your paper shredding company involves the steps they take to remain compliant with the following regulations:

• HIPAA
• SOX
• GLBA
• FACTA

Each law has specific rules governing the collection, use and disposal of personal information. A truly compliant paper shredding solution incorporates written policies and procedures to ensure personally identifiable information (PII) is protected throughout the destruction process.

Be sure to ask your paper shredding provider these questions to ensure you are receiving the best value and quality for the destruction of your important business documents.

Richards & Richards offers paper shredding services for businesses throughout Nashville.