We’ve all been there—you trip over that same box of expired files again, just as you’re about to grab your coffee. It’s in the way, impossible to ignore, and moving it out of the walkway only offers temporary relief. While the repeated stumbles are frustrating, consider them a subtle reminder. Those boxes are shouting at you, “Do something with us!”
But it’s not just about avoiding tripping hazards—those boxes of expired files carry bigger risks than you may realize.
Legal Risks
Tripping over boxes of old files may be annoying but letting them pile up presents a serious legal threat to your business. Here’s why keeping expired documents around is a bigger problem than you think:
- Risk of Unauthorized Access: Holding onto information past its required retention period increases the risk of unauthorized access, theft, or loss. Even if these files seem outdated or insignificant, they could still contain sensitive information. Until they are securely destroyed, they must be fully protected.
- Reputation Damage & Legal Fines: If these files were to be breached or mishandled, your company’s reputation would take a hit, potentially leading to fines or legal action. It’s not just about protecting data—it’s about protecting your business’s name.
- Non-Compliance with Privacy Laws: State and federal privacy laws set specific guidelines for how long certain types of information should be retained. Keeping documents past their legal retention period means your business is no longer compliant, which can lead to legal trouble.
Practical Problems
Storing expired files not only puts your business at risk but also wastes valuable space and productivity. Here’s how it impacts your day-to-day operations:
- Wasted Space: Every square foot counts. By letting old files sit in boxes, you turn what could be revenue-generating or useful space into nothing more than expensive storage.
- Disorganization and Stress: We’ve all heard it before…”Mess equals stress.” According to studies, cluttered environments make it harder to focus and can affect productivity. A tidy workspace, on the other hand, can increase focus and even improve how you interact with others, whether it’s your staff or your clients.
- Tripping Hazards and Accidents: Those boxes aren’t just an eyesore—they’re also a safety risk. Leaving them in common areas or cluttering up hallways increases the likelihood of accidents, which can lead to employee downtime, medical costs, and insurance claims.
- Poor Impressions: If clients, colleagues, or even inspectors walk into your office and see boxes of old files piling up, it leaves a bad impression. Imagine the fire marshal walking through your office to inspect safety standards, only to find blocked hallways and storage boxes everywhere.
The Right Solution: Shredding
Storing files in boxes doesn’t mean their retention period is over. According to privacy laws, any document that has reached the end of its retention period must be destroyed in a way that ensures it can’t be reconstructed. One of the most secure and cost-effective methods is professional shredding.
Here’s why shredding is your best bet for dealing with expired files:
- Human Resources Costs: Manually feeding documents into a personal shredder is time-consuming and inefficient. Clearing paper jams, emptying bins, and overseeing the process adds up in labor costs. In contrast, using a professional shredding service saves you time and money.
- Shredding Often Gets Delayed: Shredding usually gets pushed to the bottom of the to-do list because it requires dedicated time and attention. This delay increases the risk that sensitive files will be left vulnerable or improperly disposed of in the trash or recycling.
- Compliance with Privacy Laws: Most office shredders don’t meet the strict requirements of privacy laws. The shredded material needs to be destroyed to the point that it can’t be read or reconstructed. A professional shredding service ensures that your documents are destroyed in full compliance with all relevant state and federal laws.
Convenience Options for Shredding
Once you’ve decided to shred your expired files, the next step is figuring out the most convenient option. Professional shredding services offer multiple ways to handle your documents, based on what works best for you:
- Off-Site Plant-Based Shredding: If you choose off-site shredding, a truck will come to your business, pick up your documents, and transport them securely to a shredding facility. The facility is access-controlled, ensuring that your sensitive documents remain protected until they are destroyed. Off-site shredding is ideal for larger volumes of documents and is often quieter and more cost-effective since the shredding happens away from your office.
- On-Site Mobile Shredding: If you prefer to watch the shredding process, on-site mobile shredding brings the shredder to you. A truck with an industrial shredder will arrive at your location and destroy your files right in front of you. This option provides peace of mind for those who want to witness the destruction.
- Drop-Off Shredding: For those who want flexibility, drop-off shredding is an excellent solution. Whether it’s a one-time purge or periodic file cleanouts, you can take your documents to a shredding company at your convenience.
Additional Benefits
Using a professional shredding service not only ensures the safe destruction of your files but also comes with extra perks:
- Certificate of Destruction: After your documents are shredded, you’ll receive a Certificate of Destruction, providing proof that your files were destroyed in compliance with all applicable privacy laws.
- NAID AAA Certified: Choosing a shredding company that is NAID AAA Certified means you’re working with a provider that adheres to the highest standards of security. Certified companies are subject to unannounced audits, ensuring they meet stringent requirements for security, employee screening, and the proper disposal of shredded material.
- Recycling: Many professional shredding companies recycle 100% of the shredded material, helping to reduce environmental impact and keep paper out of landfills.
At Richards & Richards, we offer secure, certified shredding services that are both efficient and cost-effective. Our team will ensure that your expired documents are destroyed in compliance with all privacy laws, and we’ll provide you with a Certificate of Destruction for your records. Ready to clear out those boxes? Contact us today at 615-242-9600 or complete the form on this page to get started.
