Common Mistakes to Avoid in Shredding

Think document shredding is as simple as running papers through any old machine? Think again. Portland-area businesses make costly mistakes every day when it comes to protecting sensitive information. These slip-ups don’t just create security gaps, they can lead to massive fines, damaged reputations, and sleepless nights for business owners.

Let’s dive into the most common shredding blunders and how you can avoid them.

Mistake #1: Playing the Waiting Game with Document Destruction

Here’s a scenario we see all too often: businesses stockpile sensitive documents “just in case” they need them later. Financial records from 2015, old employee files, and expired contracts pile up in filing cabinets and storage rooms.

The problem? Every day those documents exist is another day they could be compromised. Data breaches don’t wait for spring cleaning.

Most businesses should follow the “seven-year rule” for financial documents and have clear retention policies for employee records. When documents reach their expiration date, they need to go – securely. Our scheduled recurring shredding services can help Portland businesses stay on top of regular document purging before it becomes overwhelming.

Mistake #2: Using the Wrong Equipment for the Job

That little office shredder might work fine for junk mail, but it’s not cutting it for truly sensitive information. Standard strip-cut shredders leave documents that can be reconstructed by determined criminals.

Compliance regulations like HIPAA and GLBA require cross-cut shredding at minimum – some demand even finer destruction. Using inadequate equipment isn’t just risky; it’s often illegal.

Professional shredding companies use industrial equipment that meets all security standards. Our NAID AAA Certification ensures every document is destroyed beyond reconstruction, whether through our on-site mobile shredding or secure facility processing.

Mistake #3: Forgetting About Digital Media

Paper documents aren’t the only things that need secure destruction. Hard drives, CDs, USB drives, and even old smartphones contain sensitive data that standard deletion won’t eliminate.

Simply hitting “delete” or formatting a drive doesn’t actually remove the information – it just tells the computer that space can be overwritten. Until that happens (which might never occur), your data remains recoverable.

Professional data destruction services physically destroy digital media or use Department of Defense-approved wiping methods. Don’t let outdated technology become a backdoor for data thieves.

Mistake #4: Ignoring Compliance Requirements

Different industries face different rules. Healthcare providers must follow HIPAA guidelines. Financial institutions have GLBA requirements. Educational organizations need FERPA compliance. And California businesses must now consider CTDPA regulations.

The consequences of non-compliance aren’t just theoretical. HIPAA violations alone can result in fines ranging from $137 to $2 million – per incident.

Professional shredding services understand these requirements inside and out. We provide certificates of destruction that serve as proof of compliance during audits, taking the guesswork out of regulatory adherence.

Mistake #5: Inconsistent Shredding Schedules

Irregular shredding habits create two problems: security gaps and overwhelming backlogs. Some Portland businesses wait until they have “enough” documents to make shredding “worth it” – meanwhile, sensitive information sits vulnerable.

Regular shredding schedules eliminate both issues. Whether you need one-time purge services to catch up or ongoing protection, consistency is key to maintaining security.

The Smart Solution: Professional Shredding Services

These mistakes share a common thread – they’re easily avoided with professional help. Secure shredding services eliminate guesswork while providing the peace of mind that comes with guaranteed compliance and proper destruction.

At DataSafe, we’ve been protecting Oregon businesses since 1985. Our locally-owned company understands the unique needs of Portland-area businesses, from small practices to large corporations. We offer transparent pricing without hidden fees and provide 24/7 support when you need it most.

DataSafe provides comprehensive shredding services to businesses and residents in greater Portland, Oregon and Vancouver metro areas and southern Washington state. For document security shredding inquiries or to schedule document security service, complete the form on this page or call us at: Portland (503) 620-3423 or Vancouver (360) 218-2582