- 21 March 2023
- Posted by: Caelia Quinault
- Category: Member news
How to set up a confidential shredding programmeMichael Cluskey, managing director of Go Shred Ltd, explains how companies can set up a security shredding service from scratch
Many companies still do not have a shredding service set up. With the GDPR, this is essential, whether it is Paper Shredding, secure destruction of Products, hard drives or media of any kind. Whether you need regular pickups or ad hoc collections, you need to be working with a company that is suitably accredited and provides you with a legal audit trail.
Here’s a simple guide to get you started:
1. Assess your shredding needs: How much confidential material does your business generate? What do you need to do in order to shred it all properly? Make sure you’re appointing a Shredding company with a proven Customer Service record and working to the highest levels of security – as a minimum they should possess ISO9001 and the European shredding standard EN15713.
2. Look for a company that can handle all your shredding needs, working to give you the system that is best for you and not forcing you to work only to the method they use, ensuring that you can trust them with your confidential information. Different collection methods include secure cabinets, lockable bins, sacks, 32yard skips and palletised collections.
3. Set up a shredding schedule: Work with your supplier to decide how often you need to shred your confidential material. Do you need to shred it weekly, 2 weekly, monthly, or Ad Hoc? Work out a schedule that works for your business and if you need to change up the schedule, make sure the service agreement from your supplier is flexible enough to make changes without penalties.
4. Train your employees: Make sure your employees know what constitutes confidential material and when it should be stored securely or destroyed. In house training needs to be robust and updated when legislation and your industry’s rules change or adapt. Dialogue with your trade body is essential as they will be in a position to make you aware of any rules, regulations and changes to legislation that are specific to your industry.
5: Stay organised: Keep a detailed track of what’s been shredded and when. This will help you stay on top of your shredding schedule and ensure that you’re always compliant with data protection law. As a minimum your shredding provider needs to leave you with a Waste Transfer Note/Certificate of custody and a Certificate of destruction that is compliant with EN15713. These should also come included in the price of the service.
Setting up a confidential shredding program really can be a simple and effective way to protect your business & customers’ information. By following these steps, you’ll be well on your way to ensuring that your business is secure.