Storage and End of Year Shredding

In December 19, 2014
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Storage and end of Year Shredding
2015 is approaching quickly companies are busily looking at their old archives. What to shred and what to put into storage.
We have 5 top tips for what companies should do when they are going through their old archives for shredding.

1. Time for a clear out.

Companies should prepare for the expected clear out.
When going through old archives moving old documents into storage, it is common practice to shred the old archives that are past their storage date, which is typically 7 years.
The reason companies have this system in place is to ensure that the storage area is not completely full and allows companies to store archives easily.
Please refer to the infographic for advice and what you can shred…DOCUMENT SHREDDING: WHAT TO KEEP AND WHAT TO SHRED

2. Call 3 companies for a quotation

When you have decided that you are going to undergo the task of preparing material for shredding it is a good idea to contact 3 companies to get a quotation for the shredding. Most companies will have a minimum charge and you want to get an estimate on how much the shredding is going to cost. Be sure to check the companies qualifications (ISO 9001 etc.). Price is important but when it comes to confidential documents, other factors should be considered also.
It is also important that you understand the companies pricing policy. Shredding companies have different pricing policies such as the amount of time, weight and per box.

3. Preparing Material

From experience, companies arranging the purge always question how they should prepare their old archives for shredding.
The best way for a company to prepare material is to have the material clearly separated from the files you want to keep and have all files in bags or boxes that are easily handled be the customer care reps on the day of collection. It will also ensure that your material is easily identifiable and secure until the purge date. Be sure also to let all staff know that a shredding collection is occurring. Nothing worse than a staff member having to shred their 2-3 boxes themselves because they missed the deadline!

4. Keep securely

 

Preparing material in bags or boxes marked for shredding is easily identifiable and can be noticed by members of staff. To ensure that you are not left open to a potential risks of breaching data protection, or material falling into the wrong hands, we advise that all material is locked securely in a storage room until the purge date.

5. Identification and security

Ask the customer care rep for Identification on the day. Your annual clear out will contain many company secrets and clients confidential details. We advise that when you are handing over your prepared material for either onsite or offsite shredding, make sure you trust the person you are handing your secrets over to. Our customer care reps are Garda vetted and carry Identification with them at all times.
All the best with your preparation. Feel free to contact us if you have any further questions

Happy Christmas!

It’s quite simple, using a paper shredding service saves you money. Your old data is confidentially shredded, giving you security and peace of mind. Our recycling policy is good for the environment. Pulp Recycling is the shredding company for you.

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