Paperwork is a normal part of running a business. When things are going well, invoices, contracts, and HR documents are constantly coming in. Many of these records include sensitive personal details, and it’s the business’s responsibility to keep that information safe.
Once those records are no longer needed, you need to dispose of them, but they can’t just go into the trash. They need to be destroyed in a way that complies with the laws and regulations that protect personal privacy.
That’s why it’s so important for businesses to have company-wide shredding policy. Having a set process in place gives employees guidance on when and how to securely dispose of documents, so they aren’t left guessing.
The problem is, enforcing these policies can be difficult. Paperwork is passed around between different people and departments all the time, and relying on employees to keep track of all these requirements leaves room for mistakes that put private information at risk.
Mobile shredding takes uncertainty out of the equation. By bringing professional, HIPAA-certified document shredding services directly to your place of business, you can be sure that your sensitive documents are properly destroyed, on your schedule, without interfering with your day to day work.
In this article, we will explain how our mobile shredding service works and how it can help your business simplify the process of disposing of sensitive business records.
What is Mobile Shredding?
Mobile shredding is a simple, secure way for businesses to destroy sensitive documents right at their own location, without adding extra work for their employees.
Here’s how it works: we provide locked collection bins that can be placed throughout your office wherever it makes the most sense. Whenever an employee has documents to shred, they simply drop them into the bin. The contents remain safe and protected until your scheduled service day, because only our trained technicians have the key to open them.
On your schedule, our technicians will return to your location, wheel the locked bins directly to our mobile shredding truck parked outside, and destroy the documents on the spot with a mobile shredding truck. You’re welcome to watch the process as it happens, giving you complete confidence that your information is handled securely and never leaves your control.
What are the Benefits of Mobile Shredding Services?
Mobile shredding is the perfect choice for businesses that want to handle document destruction securely, without putting it all on their employee’s shoulders. I Here’s what your business can expect when you use SecureScan’s mobile shredding service:
Convenience
One of the biggest benefits of our mobile shredding service is the convenience it provides to your business. Outsourcing the shredding process means your staff no longer has to spend time feeding paper into small office shredders. Instead, they simply drop documents into our secure, locked bins and walk away.
Once you set a shredding schedule, our experts will handle the rest. We show up on time every time, quietly collect our bins from your office, shred your documents, and then return them to where you had them. Nothing could be easier.
Simplified Compliance
Legally, businesses are required to dispose of sensitive information responsibly. Our mobile shredding service makes compliance with these data privacy regulations easier by maintaining a secure chain of custody from the moment we collect your bins until the documents are destroyed. After each visit, we provide a Certificate of Destruction as documented proof that your records were handled securely. We also undergo regular third-party audits and conduct annual security training to ensure our processes meet the highest standards.
No More Office Shredding
No more long lines at the office shredder, no more noisy machines disrupting the workplace, and no more bags of shredded paper to deal with. Once you engage with a mobile shredding service like ours, the need for in-house shredding equipment and everything that comes with it is gone forever.
Our mobile shredding service makes your work environment cleaner, quieter, and more efficient.
A More Organized Workplace
An often-overlooked benefit of mobile shredding is the impact it has on how organized your office feels. With our locking bins, paperwork is collected as soon as it’s no longer needed instead of sitting in piles on your employee’s desks.
One-Time vs. Recurring Mobile Shredding
Mobile shredding is designed to make secure document destruction simple, whether you need a one-time purge or an ongoing service. Both options follow the same straightforward process, with our team handling everything from pickup to shredding on-site at your location.
One-Time Shredding Service
If your business only needs a single shredding visit, the process is quick and easy. You choose a time that works best, and our team arrives with everything needed to get the job done. Our trained technicians handle the heavy lifting, collecting your documents and bringing them directly to the mobile shredding truck parked outside your office.
All shredding takes place on-site, and you’re welcome to watch the process as it happens. Once complete, you’ll receive a Certificate of Destruction for your records. Depending on how much material you have, the entire visit can often be wrapped up in less than an hour.
Recurring Shredding Services
For businesses that regularly generate sensitive paperwork, recurring mobile shredding is the easiest way to stay compliant and organized.
We start by providing secure, locked bins that can be placed throughout your office wherever they’re most convenient. Employees simply drop documents into the slot, once inside, they can’t be retrieved until our team arrives with the key.
On your scheduled service day, our technicians collect the locked bins, wheel them straight to the shredding truck outside, and destroy the contents immediately without leaving your premises. Once the shredding is finished, the empty bins are returned to their spots inside your office, ready for use again.
With routine service in place, you can be confident that documents are destroyed on time, your shredding policy is enforced consistently, and your staff doesn’t have to worry about managing the process themselves.
Why is Committing to Regular Shredding Visits So Important?
Shredding documents is an important practice for any business that handles sensitive information. Whether it’s customer data, employee records, financial reports, or confidential contracts, the proper disposal of these documents is necessary for several reasons:
Protecting Sensitive Information
Sensitive information, if not properly destroyed, can easily fall into the wrong hands. This could lead to identity theft and fraud.
Businesses have a responsibility to protect the privacy of their clients, employees, and partners. Failure to do so can result in significant harm to individuals and damage to the company’s reputation.
Legal and Regulatory Compliance
When it comes to sensitive information, businesses can’t afford to take chances. Federal laws like the Health Insurance Portability and Accountability Act (HIPAA) and the FACTA Disposal Rule require organizations to properly destroy documents that contain private health, financial, or personal data.
Failing to follow these regulations can lead to costly fines, legal consequences, and a loss of trust from your customers and clients. Partnering with a mobile shredding provider like SecureScan helps you stay compliant by ensuring every document is destroyed securely, and that the process is well-documented.
Preventing Data Breaches
Data breaches are a serious threat to any business. Improperly discarded documents are a goldmine for criminals and data thieves looking to exploit your customer information. Shredding documents when they are no longer needed ensures that sensitive data is irreversibly destroyed, reducing the risk of a data breach that could have severe financial and reputational consequences.
Environmental Responsibility
Shredding documents before disposal is not only a security measure but also an environmentally responsible practice. Shredded paper is easier to recycle, reducing the amount of waste that ends up in landfills. By committing to document shredding, your business not only protects itself but also contributes to environmental sustainability.
Avoiding Costly Mistakes
Neglecting the importance of document destruction can lead to costly mistakes. If sensitive information is inadvertently disclosed or mishandled, your business could face legal repercussions, financial losses, and damage to its brand. Regularly scheduled shredding visits helps you avoid these risks, ensuring that confidential information is managed properly from creation to destruction.
What’s Next?
If your business is ready to outsource its shredding needs and simplify compliance, SecureScan is here to help. Our mobile shredding services are designed to provide a secure, convenient, and efficient solution for document destruction, custom tailored to meet your specific needs.
Whether you need a one-time bulk shredding services or a recurring shredding service, our team is ready to assist. To learn more about how SecureScan can help your business stay compliant and protect sensitive information, contact us today. Schedule a visit or request a free quote from one of our knowledgeable technicians, and take the first step towards a more secure and organized office environment.
