How to Protect Your Information, Reduce Risk, and Stay Compliant
In today’s data-driven world, even small businesses face big risks when it comes to information security. Whether it’s employee records, client contracts, financial data, or old hard drives, unprotected documents can quickly turn into liabilities. That’s why setting up a secure, compliant document shredding plan isn’t just smart—it’s essential.
Here’s how to set up a document shredding plan that’s both effective and easy to manage.
1. Identify What Needs to Be Shredded
Start by auditing your paper and digital records. Most small businesses handle a surprising amount of sensitive information, including:
- Employee files and applications
- Customer records and purchase data
- Financial statements, invoices, and tax documents
- Legal contracts and vendor agreements
- Medical or HIPAA-related documents (for healthcare providers)
Tip: If a document contains personally identifiable information (PII) or confidential business data, it should be shredded when no longer needed.
2. Understand the Compliance Requirements
Industries like healthcare, legal, and financial services have strict regulatory obligations for data retention and destruction. Common regulations include:
- HIPAA (Health Insurance Portability and Accountability Act)
- GLBA (Gramm-Leach-Bliley Act)
- FACTA (Fair and Accurate Credit Transactions Act)
Partnering with a NAID AAA Certified shredding provider helps ensure your shredding plan meets these standards and protects you from costly violations.
3. Decide Between On-Site and Off-Site Shredding
Both on-site and off-site shredding offer secure solutions. Your choice depends on convenience, volume, and workflow.
On-Site Shredding
A mobile shredding truck comes to your location and shreds materials before leaving your property. Great for businesses that want to witness shredding in real time.
Off-Site Shredding
Documents are securely transported to a secure facility and shredded under strict chain-of-custody procedures. This option often allows for higher volume at a lower cost.
4. Set a Regular Shredding Schedule
A consistent shredding routine protects your business year-round and prevents risky document pileups. Consider:
- Weekly or Monthly Shredding Pickups – Ideal for businesses with steady paper flow.
- Purge Shredding Services – One-time bulk shredding for outdated files during office moves or post-retention audits.
Regular shredding service helps build good habits and keeps your sensitive documents out of general trash.
5. Use Secure Containers and Clear Policies
Physical security matters. Use secure shredding collection containers for daily use. These containers help your team safely discard documents without worry.
Internal policy tips:
- Define what must be shredded
- Set timelines for shredding
- Assign oversight responsibilities
Training staff on these policies reduces risk and improves compliance.
6. Get Certificates of Destruction
Always work with a shredding provider that delivers documented proof of every shred. A Certificate of Destruction Provides:
- Legal proof of secure disposal
- Documentation for audits or breach investigations
- Confidence in your compliance practices
7. Plan for Digital Media, Too
Don’t forget about hard drives, USBs, DVDs, and backup tapes. Simply erasing or deleting files isn’t enough. Data can often be recovered unless properly destroyed.
- Hard Drive Shredding
- Magnetic Media Destruction
- Serial number tracking and reporting
Protect your digital footprint as thoroughly as your paper trail. After all, setting up a shredding plan isn’t just about throwing away old files—it’s about protecting your business, clients, and reputation.
Ready to Protect Your Business?
Richards & Richards helps small businesses create secure, tailored shredding solutions that grow with you. From one-time purges to ongoing compliance-ready programs, we make it simple to stay secure.
Call Richards & Richards at (615) 242-9600 or complete our handy quote request to get started with a shredding plan built for your business size, risk profile, and regulatory needs.
