WHY D-I-Y DOCUMENT DESTRUCTION COULD LAND YOU IN TROUBLE.

By Hellen Lubanga

Though it may sound ideal, in-house DIY shredding is actually not an advisable practice. Many people make the assumption that since the documents never actually leave the office then security is assured, but nothing could be further from the truth, and here’s why.

1. You likely do not possess the necessary legal knowledge

There are laws and regulations that govern the disposal of documents which can vary from Industry to Industry.  If you are not well versed with the knowledge of how and when to properly dispose of company records, you expose yourself and your establishment to legal risks that could negatively impact your business, such as getting sued, fined, or even prison time.

Document destruction needs to be carried out by professionals who have extensive knowledge of the laws that govern the controls and processes of document disposal in order to mitigate backlash from potential legal action.

2. Reconstruction risks

Due to their cost and availability, most businesses use strip-cut shredders when destroying paper documents. The result is strips of paper that look like ribbons that accumulate at the bottom of the shredder till the shredder is emptied. Though this comes off as secure, all it takes is a determined individual willing to re-assemble the strips back together in order to gain access to the data on the documents.

This means that your information and that of your clients can easily land in the wrong hands despite the steps to take to shred the documents.

3. here is no concrete proof of destruction

These days it is a common practice for document destruction companies to provide proof of destruction. This includes the issuance of a destruction certificate. This shelters the company in the event that proof is needed. One could argue that videos could be taken however, keep in mind the document could include sensitive information that should not be captured on camera. So to shelter you and your company outsourcing is the safer bet.

4. Increases overheads significantly

Office shredders are built to handle a few pages at a time, however, what happens when you need to shred large volumes of data? Not only will you have to take time taking out any paper clips and staples; which office shredders are not built to handle; but the heavy use of the shredder will most likely cause mechanical problems. This means you have to account for the overtime paid to employees to shred the documents, the extensive time taken away from other business generating activities, maintenance and mending costs of the shredder, as well as the resources needed to power the process such as electricity. By trying to cut back costs you may actually end up spending more long term. Packing up the documents and dropping them off with a professional would be a more efficient use of company resources.

5. Higher chances of errors  

Your employees are not trained professionals when it comes to the disposal of documents and therefore there is a high chance that they may make a mistake. They may also not understand the severity of what making an error would mean for the company, resulting in negligence during the destruction processes. Just like the rest . This is a risk you are taking every single time you carry out in-house data destruction. So not only does it cost you in monetary terms, but mentally as well, as you are in a constant state of worry that the job may not be done right.

Outsourcing ensures peace of mind as you know chances of an error are unlikely if you entrust the process to a reputable company.

Outsourcing your data destruction is by far the superior option Not only is it significantly safer but when all factors are considered it may be the cost-effective option. If unsure where to start, reach out to us at Caltech services Limited so we can provide you with a personalized plan for your document destruction needs.

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