Running a business is challenging, even for seasoned entrepreneurs. There are plenty of mistakes you can make that won’t become apparent to you until it’s too late to fix them without a lot of time and effort. These mistakes happen as a result of not paying close attention to the fine details (which is easy to do when your attention is divided between other, more urgent issues). However, it’s the start of a new year, which means it’s the perfect time to evaluate how your business is running and what improvements can be made.
No matter if the office is several years old or still a rough outline on paper, we’re going to review five rookie mistakes you can make with your documents and how scheduled document shredding can help get you back on the right track.
Mistake #1: Poor Security Standards
The information you handle on a daily basis likely includes personally identifiable information (PII) like customer account details, internal memos, and office login records. This is information that could open the door to personal and financial account details, and as such, should be properly protected. Unfortunately, many businesses think nothing of throwing pieces of paper with this information into the public trash system.
The moment a piece of paper leaves your possession, you lose control over who has access to the information it contains. Anyone passing by the dumpster could simply reach in, retrieve it, and walk away. Scheduled paper shredding, by its very nature, provides you with a robust information security system. It’s regularly collected, destroyed by a private contractor according to the highest professional standards, and securely recycled at a trusted local recycling center, preventing even the fragments of your documents from being put at risk of theft or loss.
Mistake #2: Expensive In-House Shredding
For every entrepreneur who thinks nothing of throwing out private information, there’s another who understands the importance of scheduled document shredding but decides to undertake the task on their own with an in-house shredding system. As essential as a can-do attitude is to entrepreneurship, it’s important to understand when outsourcing is the wiser option, and this is the case for scheduled paper shredding.
In-house shredding requires a sizable payment in terms of both time and money. An office shredder that is designed for high-quality document processing will likely run you several thousand dollars in up-front cost, and that’s without including the price of repairs over time. Office shredders also require a time commitment, usually from one or two employees, who must manually prepare and shred the documents in question. This can add up to several thousand dollars more in lost time.
A professional scheduled shredding service not only supplies the equipment needed but also handles the entire shredding process from start to finish, including the removal of shredded particles. You’ll keep more money for your business, and your employees will be able to focus on their work.
Mistake #3: Accepting a Messy Office
There are studies that suggest a messy desk can encourage creativity, but the trick comes in understanding what kind of “mess” we’re talking about. “Messy” in the context of the study refers to interesting figurines or research reports that can stimulate ideas. If your office has papers strewn across it and your employees regularly complain about being unable to find relevant documents in a backlog of unnecessary files, the messiness is costing your employees time and likely cutting into your bottom line.
Scheduled paper shredding occurs as frequently or as infrequently as you need, so no matter whether you go through hundreds of papers a week or just require a quarterly clean-out, you can tailor the service to your precise needs.
Mistake #4: Ignoring Compliance Laws
Compliance laws exist to protect both your information and that of your customers, and certain industries, such as healthcare and financial services, have specific regulations they need to follow. There are a lot of details to take into consideration, and many businesses may simply be overwhelmed by the minutiae of their respective legislation. However, failure to adhere to these compliance laws can result in fines or even legal action, both of which negatively impact your business.
A professional scheduled document shredding service constantly monitors state and federal privacy regulations to ensure that their services operate within those parameters. As such, you can be confident that a scheduled shredding service (especially one that’s AAA Certified by the National Association for Information Destruction) will process your files in a way that is fully compliant with all relevant laws and regulations.
Mistake #5: Not Thinking Green
Businesses that work in an environmentally responsible way don’t just make the world a better place. They can also improve their reputation and grow their client base as a direct result of the effort. Throwing papers into the trash sends them straight to a landfill, and if the papers are sensitive in nature, you may not feel comfortable leaving them unprotected in the recycling bin.
Scheduled document shredding services come complete with secure, lockable containers that can be used to protect your items until shredding day. When a technician arrives to collect and shred your papers, the shredded fragments will be directly transported by the shredding company to a trusted local recycling facility. That’s something you can be proud of – and it’s also something your customers can brag about.
Finding Scheduled Document Shredding in Arizona
When you’re ready to quit with the rookie moves, it’s time to find a scheduled paper shredding provider. A-1 Shredding offers both commercial and residential shredding services to clients throughout the state of Arizona, and with AAA Certification, you can be certain that your documents will be properly protected throughout every stage of the shredding process.
If you’d like more information about scheduled document shredding services, send us a message online or give us a call at (602) 759-5103.