Storage & Shredding: Expert Advice

Never Want to Have to Spring Clean your Documents Again?

Posted by Sean Kelly on Thu, Apr 26, 2012 @ 03:00 PM

grassIt's that time of year again, time for spring cleaning. Usually most people spend daunting days and countless hours organizing their documents every year, but we think that should change. Instead of having everything pile up each year waiting to steal your precious spring days away from you to organize it all, why not implement a plan, a document organization plan, that would allow you to never have to waste spring days again??

We'll do you one better than just telling you that you should formulate a plan, we'll GIVE you the plan! And its SIMPLE! What could be better? If you follow our three-step plan, we know that these three steps will bring you closer to free spring days and futher away from docu-disaster.

Step 1: Digitize. When you come across important documents or files, scan them. Save them on a hard drive, disk, or flash drive. Ensure that these are all secure electronic storage methods by password protecting documents. If you can do this daily or even weekly and get into the habit of it, you will thank yourself in the long-run.

Step 2: Decide. So you've digitized important files. Now you need to decide whether or not the document should have a hard copy stored or if the document is safe to be securely shredded.

Step3: DO! Once you have decided to either store the documents or shred the documents, DO IT!

Having a certified and secure document shredding and archiving vendor can not only help to save you time in that you don't have to shred the documents yourself and office space in not having to store your documents on-site, but a vendor makes it easy to get in the habit of storing and shredding. If you have a box of documents you need to add to your storage account, just give them a call and they should be able to retrieve your box, barcode it, add it to your inventory, and securely store it for you.  They should also be able to deliver any documents or files to you upon request. A vendor that stores your documents as well as shreds them is a blessing. Usually, a vendor can provide you with locked, slit-top shredding bins or console that can be placed in your office that you can place sensitive documents into whenever you come across them. Change out of full bin or console for an empty one is just a phone call away.

So now you've got a plan. Give us a call and lets get started!

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Shredding 101

Posted by Sean Kelly on Mon, Jun 20, 2011 @ 08:12 AM

Document Shredding Worcester and BostonSo although shredding paper seems like the most dull, boring and annoying fact about working with paper in your office, at the end of the day, paper shredding is actually crucial to the safety and security of your business. Knowing what to shred, when to shred it, and how to get the best cost for your shredding needs will all be explained in detail below, so sit back, take a breather, and remember, you will never have to pull staples out of all those darn packets of papers again after you realize how cost and time effective using a shredding company really is!

First things first, what do you need to shred????? Knowing what you need to shred is the first step to take towards keeping yourself and your company protected from the heavy fines associated with carelessly discarding unshredded sensitive information.

Personal information in need of shredding could contain any of the following (don't forget that junk mail!)-
passwords, bank accounts numbers, bank statements, documents with signatures, phone numbers, addresses, pre-approved credit offers, credit applications, insurance information, expired passports, expired travel information, cancelled checks, loan documents, and any form of identification (old school Id's, expired Id's, Military ID)

Business information in need of shredding-


Documents with signatures, business policy/guidelines, passwords, account statements, bank statements, expense reports, customer lists, address lists, phone lists, account numbers, customer payment information, employee documents (health records, resumes, contracts, benefits information, discharge papers), and any and all legal documents.

Shredding the above listed documents will help to ensure that you, your businesses, your employees and you clients information won't fall into the hands of thieves and scammers and that you will be staying compliant with the data protection laws such as 93H, 93I, and the FACTA law. What are these laws you ask? Well they are pretty straight forward but they carry hefty fines if they aren't followed.

93H and 93I are the two newest Massachusetts data protection laws out there and put in place in March of 2010.

93H is a law requiring all businesses in Massachusetts to take serious measures to prevent identity theft. Any business holding the name of a Massachusetts resident and their social security number, Driver's License number, or financial account number (credit/debit cards) is subject to this new data protection law.

93I requires the shredding or destruction of any paper files or data storage devices containing personal information of employees or customers. In addition to the destruction of the information, businesses are required to have a written policy that details how they go about disposing of the sensitive information.

The fines that can arise from non-compliance with the 93H and 93I laws can be anywhere from $100-$5,000 dollars per record compromised and can reach up to $50,000 per incident of improperly disposing of sensitive information.

The federal FACTA (Fair and Accurate Credit Transactions Act of 2003) Disposal Rule intends to prevent identity theft. It calls for the proper disposal of information in consumer reports.

If the above laws aren't reason enough to use a service for secure data shredding, maybe the ability to save time and money by using a service might convince you?

Many studies have been done to show that not only does using a service save the time that employees need to put aside to take the staples or binder clips off of documents and to feed the slow drone, but it also SAVES $$$! The cost of having a company pick up boxes or bins of papers is usually less than half of what it would cost to have your employees use their valuable time for shredding.

For example, office shredders cost anywhere from at the very minimum, $450.00, which doesn't get you much, to thousands of dollars for decent shredders! Then you must add on any fixes that might need to happen in the event that someone puts an unforeseen paper clip through or it gets jammed. Next, the length of time it takes for an employee to shred all the necessary documents could add up to hours a month per employee. This time consuming act may lead to cutting corners and just tossing sensitive documents into the trash which would then leave your business or company liable for any damages that may occur because of the data that you have made available for thieves.

Just take a minute to let all of that sink in and realize how actually inconvenient and costly shredding in-house can be. Why not let someone else deal with the paper clips and binder clips while saving money?

For more information on the above laws, please visit:
Http://ftc.gov/opa/2005/06/disposal.shtm

and visit:

http://www.safeguardrecords.com/

for more information on how a shredding service can help you.

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Protecting Your Customer's Information through Records Management

Posted by Arielle Burdulis on Tue, Nov 03, 2009 @ 06:11 AM

Is your client's personal information protected?

Destroying sensitive documents that are no longer being used is an important legal obligation for any company holding personal customer information.

safegourd bin

SAFEGUARD announces a new full service Bin Document Destruction Program designed to free you from the hassle, expense and uncertainty of in house document shredding and disposal.
SAFEGUARD Disposal Bins are provided at no cost and SAFEGUARD will get you started with a FREE NO OBLIGATION ONSITE ASSESSMENT.

Simply drop your sensitive documents in the secure locked bin and our experienced, uniformed personnel will collect your confidential documents for secure transport to our state-of the-art destruction facility.

SAFEGUARD gives you the flexibility of either on-call or regular service intervals to switch out your full bins for empty ones. It’s the convenience of a waste basket with the peace of mind of complete information security.

To get started, call Sean Kelly at 508.795.1015

 

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