The Comprehensive Guide to shredders: A Complete Guide for Orange County Office Managers
The world of business and technology is ever-evolving and new gadgets and tools are emerging that can greatly improve the efficiency and operations of any office. One of the most important technologies that has become essential to many businesses are paper shredders. Document shredding has become increasingly common for any business that needs to protect sensitive data and confidential documents, and with the advent of many new tools and systems, it’s becoming easier than ever for office managers to choose the right shredders for their needs.
In this comprehensive guide, we’ll provide you with useful information and advice on how to choose the right shredder for you and your company, making sure that confidential papers and documents are kept protected and secure at all times. Additionally, we’ll also cover the basics of how paper shredding plays into the world of office technology and how it is an essential part of any business that needs to protect its confidential data.
From the different types of shredders available, to maintenance tips, and why it is important to abide by certain regulations, this guide will help you get started on the path to choosing the best shredder for your company and experiencing the convenience that comes with a well-functioning unit.
What is a Paper shredder?
Paper shredders are mechanical machines that reduce paper documents into strips or small particles through a process known as ‘shredding’. The purpose of shredding sensitive documents is to protect confidential information from being misused and to protect individuals’ identities against fraud and identity theft. Most paper shredders are equipped with advanced technologies that provide superior security and are capable of destroying a variety of materials, such as staples, credit cards, CDs, and even paper clips.
shredders can be categorized into two generic types: cross-cut shredders and strip-cut shredders. Cross-cut shredders cut paper into tiny square and diamond-shaped particles, while strip-cut shredders cut paper into long, thin strips. Cross-cut shredders offer the highest level of privacy as the tiny particles are exponentially harder (if not impossible) to reassemble, whereas a strip-cut shredder can usually be reassembled and the original document reconstructed if enough pieces are available.
To make sure your document shredding needs are met, there are a few variables you should personalize and customize to fit your business’s requirements. The following features are beneficial to consider when selecting a shredder for your business:
Security Level: Security Level P-3 or higher indicates that the shredder can handle document shredding. P-3 shredders will produce tiny particles and are virtually impossible to reassemble.
Cut Type: Cut types can vary from strip-cut to cross-cut. As mentioned earlier, cross-cut shredders produce tiny particles while strip-cut shredders produce long and thin strips. Choose a cut type based on your level of desired security.
Capacity: Pay attention to the shredder’s capacity, which reflects the number of documents you can shred at once. Most average machines have 10-20 sheets of paper capacity. Consider selecting a shredder with an adjustable capacity for more flexibility.
Run Time: On average, a paper shredder can run for 30 minutes before needing to cool off again. If you need to shred hundreds of documents in one sitting, this may not be suitable for you, so consider machines with longer run times.
Regulations & Policies to Follow
To properly dispose of sensitive and confidential documents, businesses must comply with certain regulations set forth by local and federal laws. Depending on the industry you are in, different regulatory bodies may set requirements for document disposal. For example, the Health Insurance Portability and Accountability Act (HIPAA) defines appropriate methods and standards for securely disposing of sensitive patient information. Businesses must abide by the standards set forth by regulatory bodies to protect themselves from potential data breach liabilities.
Choosing the right type of shredder for your business doesn’t have to be difficult. With a basic understanding of the different types of shredders, their security levels, and regulations to follow, you can make an informed decision in selecting a document shredder that meets your company’s needs. In addition, consider discussing with a DEC Office Solutions representative to explore DMS and MPS solutions that can also help meet all your company’s document shredding needs.