Preparing to return for the office after lockdown

Preparing to return for the office after lockdown

For many of us, it has been a very long time since we were last in the office. Covid-19 has meant the majority of the UK workforce have turned kitchens, bedrooms and garden buildings into home offices. As restrictions begin to lift and we begin to return to some form of normality, there are a few things to consider when preparing to bring your team back into the office.

Space

As your employees return to the office, some form of social distancing is likely to remain in place and as a result of the pandemic your team are probably going to want a little more distance between them and their colleagues. 

The needs for more space between desks could leave you with surplus furniture, of course you won’t want to dispose of the furniture so you will be looking for storage. At Flexible Storage Solutions we offer secure self-storage at our storage facility. Our storage facility is fire and waterproof, has 24/7 CCTV surveillance and on-site staff giving you complete peace of mind that your furniture is safe and secure, ready for whenever you may need it.

Destruction or storage of confidential documents

A return to the office means there will be confidential documents on site once again, it is paramount that documents are stored or disposed of correctly. This is particularly important for those in financial, legal and medical sectors. 

At Flexible Storage Solutions we offer a range of options to ensure your documents are handled correctly. We offer a complete confidential waste disposal service that includes a scheduled or ad-hoc collection from your office, secure transfer of your documents for destruction and a certificate of destruction. Our confidential waste disposal service is fully GDPR compliant and all of our staff are vetted and trained to the highest standards. We also offer confidential waste bins with flexible contracts to support the implementation of clean desk policies.

Perhaps you don’t need to dispose of your confidential documents yet and instead need somewhere to securely store them. If this is the case, we recommend utilising our archive storage service which includes collection, indexing and tracking your documents. We also offer a document scanning service that allows instant retrieval and copies of your archived documents, this service uses our secure online file management system to ensure an efficient system for tracking and recording documents.

Safety protocols

As a business owner, you will likely need introduce some new safety protocols for your team, whether it’s a new health and safety assessment or a social distancing policy. You may also wish to implement new first aid and mental health training. There are lots of great places for information and we are always happy to discuss how we can help support your business.

For more information on any of our services please contact us on 0800 652 1117 or use our online contact form.

Why You Should Shred Your Obsolete Documents

There is a lot of waste that can be classed as confidential waste. Documents or devices that contain data about customers, supplier and employee paperwork are all confidential and should be disposed of correctly, also data that includes any form of financial data, business plans, branding and marketing strategies is also waste that must be disposed of securely. Disposal of confidential waste has become an integral part of operations for many businesses today. It’s the simplest way to protect sensitive business data and could be essential for ensuring legal compliance. If you don’t yet have a shredding system in place – or a reliable shredding partner – here are some good reasons why it’s time to start shredding your obsolete documents.

Shredding ensures your business is compliant.

The key piece of legislation here is the GDPR, which arrived in 2018 and introduced significant penalties for businesses not properly protecting data. It’s now essential for any organisation to have processes in place that ensure effective destruction of anything that contains data, whether that’s staff names and email addresses or customer bank details – shredding is the most effective way to comply.

One in five data breaches still involves paper.

Identity theft and fraud are most likely to result from paper thefts but it doesn’t end there. Information such as passwords, personal data and IP addresses discarded in documents can help to facilitate a digital data breach too.

Total destruction is guaranteed.

The shredding process is one that leaves no room for documents to be reassembled and for data to be mined from them. Every document is shredded into very small pieces pieces at high speed. Working with a shredding partner will ensure that your obsolete documents are quickly dealt with on a regular basis and not sitting around leaving the business vulnerable.

Shredding extends beyond just documents.

While shredding is the best option for your obsolete documents it doesn’t stop there – you can also use it for textiles, hard drives, USB sticks or SIMs so that no one can get hold of the data that these may contain and use it against the business or to mine data from.

A clear audit trail.

Shredding with a reliable shredding partner such as Flexible Storage, will provide you with certified proof that document destruction has taken place. You will be able to show a clear audit trail when it comes to obsolete documents, whether that is for the purposes of compliance, investigation or demonstrating improved corporate social responsibility.

Options for a more cost-effective approach.

If you work with an on-site shredding partner then you can minimise your operational expenses when it comes to data destruction. Your internal resources and people are freed up to add value elsewhere and you don’t need to factor any of the costs of shredding internally into your budget.

Improving environmental commitment.

All confidential waste is shredded and sent to licensed UK-only paper mills to be recycled into tissue and other paper products. Zero per cent of our waste is sent to landfill. For every tonne of paper waste recycled, approximately 17 trees are saved. Meaning that you can improve your green commitments considerably simply by working with a shredding partner able to ensure that your shredding waste is disposed of in a sustainable way.

Shredding your obsolete documents makes a lot of sense, not just in terms of cost savings and improving security but also when it comes to ensuring that the business is legally compliant and demonstrating environmental commitments too.

Our service is here to help provided secure disposal the minute we leave your premises. We provide a range of services, from secure document shredding to confidential waste disposal bins, we have the knowledge and experience to ensure all of your confidential documents and items are securely destroyed in compliance with data protection.

Find out more about our shredding services by calling the team today on 0800 652 1117 or alternatively you can request an online quote here.

Preparing For The 4th July

Drink anyone?

So this is it!  After the government’s announcement allowing pubs, restaurants, hotels and hairdressers to reopen on the 4th July, is your business prepared?

Even though the Prime Minister has said that ideally, people should remain 2 metres apart, a 1 metre plus policy has been introduced. 

Dinner is served

Have you, as a restaurant or pub considered the impact on your current layout?  In pubs and restaurants, it’s not just about leaving at least a 1m gap between tables, but you will also need to consider allowing space for people to pass between those tables. Perhaps heading to the bathroom or the bar.  Will a one way system need to be introduced? 

With the new guidance suggesting that pubs and restaurants will all become table service, the spacing of your tables and chairs will become critical.  Will you still adhere to the 2m policy, or try to get as many customers in as possible with the 1m plus rule?

More so than ever, your business is going to have a surplus of furniture.

Haircut Sir?

As a hairdresser, will you have to think about installing screens between clients, whilst also allowing you space to manoeuvre around them?  Space in most salons is at a premium as it is, with workspace, reception space and rooms for your stock.  What is going to happen with the additional chairs that will need to be moved out of the way for people to work safely?

Don’t feel the need to rush and sell your surplus furniture though.

At Flexible Storage Solutions, we have the space for you! 

Our Self Storage for Business Use, can give you the temporary storage space you’re looking for during the ongoing pandemic and social distancing rules.  We can offer short-term rolling contracts, giving you the flexibility you need in these uncertain times. When social distancing rules are lifted further, you may require some of your stock back. With our contracts you can rent more or less storage as needed.  With space being at such a premium in London and the South-East, and commercial prices being so high, allow us to give you the flexibility to use only the space you need and for the exact amount of time you need it.

Rules and guidance for so many countries is constantly fluctuating, so we can help you by providing the space you need.  We all have to hope one day that Covid-19 will be a thing of the past, allowing daily life to continue as it was before.  But who knows if social distancing will be the new normality for so many of us.  By renting storage space from us, you know your goods are in safe hands.

Our storage facilities offer a higher level of security than traditional lock-ups provide.  With 24/7 CCTV surveillance and on-site staff coupled with industrial strength locks, your know your goods are well protected.  We make it easy for you to gain access to your items when needed, with access-controlled gates, using unique codes and phone number recognition, making is as convenient as possible to allow you access to your storage items.

And in a world where a pandemic isn’t enough of a worry, be sure that our containers are also fire and waterproof.

Clean Desk Policy

Clean desk policies were initially introduced to ensure workspaces were clutter free, making them great looking spaces – ones that would also help increase productivity.  It allowed flexibility of working spaces, making sure desks weren’t purely owned by one person.

With the implementation of GDPR in 2018, it became even more imperative to have a clean desk policy to help keep companies GDPR compliant – ensuring confidential files and information weren’t seen by prying eyes or falling into the wrong hands. 

And now in 2020, a clean desk policy is now imperative – not only to make your business and office compliant with GDPR legislation, but also to make it more hygienic.  If your desk is cluttered with paperwork, post-it notes, mugs and other personal possessions, how can you ensure everything is thoroughly cleaned at the end of the day, ready for any of your staff to use it the following day.

But I’m still working from home – why would I need a clean desk policy?

A clean desk policy doesn’t only relate to those people who are now back in the office.  It’s now becoming clearer that many companies will be adopting new work from home policies for their staff post lockdown.

If you’re one of the many professionals that is still able to work from home, a clean desk policy is not just there simply to provider a clearer space for cleaning.

What would happen if you were to leave a confidential file at home on your desk, and the worst happened – you were broken into and that file was taken?  What would be the legal stance for you, or your company in terms of GDPR?

What if you leave important documents on the kitchen counter and coffee was spilled on them – those ones being the only copy to work from – what do you do?

What if you have an important video call with a colleague or a client and private documents are on display?

A clean desk policy will help you organise your work space – reducing your stress and giving you that peace of mind you need.  With some simple organisation, you can save time finding important documents and know that when you don’t need them, they’re safe and GDPR compliant.

With Flexible Storage Solutions we can offer you Business Document Storage, Financial Document Storage, Legal Document Storage and Medical Document Storage.  We’re fully compliant with GDPR data protection regulations, so you’re in the safest possible hands.  With our online file management service, we can index all of your business documents to make it easy for you to track and retrieve any of your files in storage, allowing you to have your space back at home and adhere to your clean desk policy…..and if the mood takes you, you can give your own workspace a quick wipe down!

The dreaded return to work

So working from home was your dream – no more early starts, the freedom to work in your pyjamas and avoiding the dreaded commute!!

Then lockdown began to ease…

In light of the current situation surrounding Covid-19, it is now more important than ever for those companies who are already open, or beginning to reopen, to implement a clean desk policy, not only for the security of documents but for your own staffs health and safety.

At Flexible Storage Solutions we can help you with the hire of our confidential waste disposal bins.  You can ensure maximum hygiene standards are maintained at all times in the office. A simple slot in the top of the bin allows you to simply drop the documents in, leaving yourself and the bin virus free.  No more office shredders, being operated by multiple people all day. 

We’ll ensure contactless deliveries and collections and replace the waste disposal bags when it’s convenient for you.  GDPR compliance is adhered to at every level; drivers and staff are vetted and DBS checked and your confidential waste has a certificate of destruction for every batch!

The New Normal For Legal Staff

For years now, the push for businesses to implement ‘’work from home policies’’ and practices has been a conversation piece that’s never really taken off. The legal profession is typically slow to change, but being forced into the situation by the global pandemic, it has become clear that legal work can be done effectively and efficiently whilst working from a home office, or the kitchen table.

Due to coronavirus, working from home has rapidly become the chosen way of doing business for many industries, including the law. According to a new study involving legal staff, nearly two thirds  of those who took part want to continue working from home after the lockdown restrictions are lifted. A third stating that not having to commute to the office was the top motivator, followed by not having to sit through so many meetings and a fifth cited the cost saving of not having to travel in daily.

What Happens Post-Lockdown?

Through talking to individuals within the legal profession, it has become clear that work from home policies are indeed going to outlast the pandemic, with many offices remaining empty and even closing, saving on rent, cleaning, parking and more. With this in mind, there are certain aspects of the working from home situation that requires a lot of care around handling confidential documents and the storing of these files.

Having access to a cloud based documentation is great and is very secure, however having physical copies of documentation around the house can cause its own problems. From family having access to the workspace where you complete your work, to the prying eyes and hands of children that can easily misplace something that they may have knocked off your desk or kitchen counter. Storing these documents at home can be overwhelming and can lead to your home office feeling cluttered and disorganised. Admin at home can be a large task too, with the cataloguing and managing of the legal records that you have started to accrue, this can be very time consuming, not to mention frustrating.

Adhering To GDPR Regulations

Legal documents should be securely stored but easily accessible, as some files such as wills will have to be retrieved at an indeterminate point in the future. The introduction of GDPR regulations in 2018 have made it more important than ever to ensure all of your legal documents, files, contracts and records are appropriately stored and easily retrieved.

At Flexible Storage Solutions, we collect, index and store all of your documents and legal records in our specialist archiving centre. Our storage services can be tailored to your specific needs and range from will storage to long-term ‘deep storage’ to an online file management service that gives you full access to manage and retrieve documents via the Flexible Storage Solutions website.

Legal Document Destruction And Confidential Waste

Legal documents and records can build up very quickly. Any files that are no longer useful or have exceeded their retention period will need to be securely destroyed. Do you have a confidential waste bin? Or are some legal documents ending up in a see through recycling bag that goes outside on a certain day of the week? Having a confidential waste bin located in your home office is a great way to ensure that the most sensitive of information and documentation is dealt with in the correct manner. Our team can arrange collection of the bins on a weekly, bi-weekly or monthly basis dependent on your needs

At Flexible Storage Solutions, we can ensure that your confidential documents are professionally shredded with our fully licensed partner company, certification will be issued after every destruction.

By taking advantage of our legal document storage services, you can securely store, track, dispose of and manage all of your legal files without worrying about finding the space in your home office to keep them.

How Much Paper Gets Wasted In The UK Each Year?

In the UK, we use about 12.5 million tons of paper each year. The trees needed to produce this amount would cover about 21,000 square km – roughly the size of Wales. Comprising 20% of all waste in the UK, the amount of paper we throw away is substantial. If we recycled just 10% more paper each year, we’d save approximately 5 million trees. Given the scale of the issue in the UK it’s worth asking – who are the main offenders, and how can they reduce their paper waste? Let’s take a look. 

Offices 

Abandoned sheets in the photocopier, printed emails, and notebook scraps. Offices have long been known to be serial paper wasters. The average UK office worker uses approximately 10,000 sheets a year, and 75% of this ends up in the waste paper bin. Although sometimes it’s necessary to use paper – for example with legal and official documents – a lot of the time it’s not. A more considered use of paper in the office would do wonders to help reduce the UK’s overall paper wastage. 

How to reduce paper in the office 

  • Use cloud-based applications – It’s easier than ever to securely share information with colleagues and clients using the internet. Cloud-based applications provide an instant way to transfer information and often facilitate collaboration. Consider Google Docs for working on documents as a team, DropBox to share files, or Evernote to take notes during a meeting. Transferring common office functions like these to cloud-based applications will end up saving you reams of wasted paper. 
  • Be print aware – You can keep track of how much you’re printing by using print audit software and setting departmental printing budgets. Train staff on when to use the printer and perhaps incentivize limited use – a prize for the team that’s printed the least this month?
  • Invest in hardware –Consider doubling-up on computer monitors. Having two monitors reduces the need to print documents just for the sake of reference. 

Schools 

British schools churn through a lot of paper each year. Whether it’s down to exercise books, report cards, or papier-mache creations, schools account for masses of wasted paper. Each year, the average primary school student produces about 45kg of waste (split for the most part between food and paper waste), and each secondary school student is responsible for about 22kg. Even without considering the mounds of paper involved in school administration, this is a significant amount of rubbish. While a lot of tips for reducing office paper waste can be applied to schools, there are also some more specific actions that you can take. 

How to reduce school paper waste 

  • Paperless resources – Teachers can take advantage of resources that don’t involve paper. Integrating videos, music, or interactive games into a lesson makes it more engaging and avoids creating unnecessary waste. 
  • Email communications – Rather than sending out paper newsletters and reports, schools can simply share any information they want with parents and students by email. Not only does it reduce paper use, but they can actually track engagement with whoever they’re communicating with. 
  • Fewer exercise and textbooks –  We fully appreciate that not every school will have the funds to fully utilise tech in the classroom, but where possible, consider substituting exercise and textbooks with laptops and tablets. The tech provides a wealth of teaching opportunities whilst removing the need to throw out stacks of note-filled books every year. 

Hospitals 

Another area that contributes significantly to the UK’s paper waste is healthcare. The administrative burdens placed on health professionals in the NHS, for example, are often in the headlines. GPs want to spend more time diagnosing and treating patients, and less sifting through door-stop wedges of folders to find records. Added to this are paper prescriptions and a dizzying array of information leaflets, many of which are never actually read. The result of this flood of paper is not just a reduction in the efficiency of our health service, but an increase in costs – the NHS estimates that each trust spends on average between £500,000 – £1,000,000 a year on storing physical documents. To tackle this problem, in 2005 it launched the Paperless 2020 program – an initiative aimed at reducing the use of paper in the healthcare system through better use of technology. 

How to reduce hospital paper waste 

  • Digital medical records – With medical records stored on a secure server, health professionals can access and update across different hospitals and departments – leading to a faster, more efficient service. 
  • Digital prescriptions – Rather than distributing prescriptions in a paper slip, hospitals, and health centres would benefit from the use of digital prescriptions, sent via email or text. Whilst reducing paper waste, it could decrease the chances of dangerous prescription errors. 
  • Cloud-based administration – Various routine hospital tasks can be transferred to a cloud-based application. Ward inspections, for example, could benefit from the use of apps such as Perfect Ward – removing the need to fill out time-consuming paperwork. 

How to dispose of confidential documents 

Despite efforts to minimise paper waste, it’s almost impossible to completely eliminate the need for physical documents. This is especially true for documents that contain sensitive, confidential information – certificates, legal communications, and financial statements, for example. In order to safely dispose of these, the best option is to use the services of a licensed paper shredding company. 

At Flexible Storage, we offer a professional shredding service via our partner company. Working in full compliance with GDPR, we destroy sensitive documents securely and issue you with a certificate of destruction to prove it. 100% of the paperwork we dispose of is recycled – ideal for companies that want to ensure airtight data protection whilst remaining environmentally-conscious. 

We can also supply confidential waste disposal bins to ensure all sensitive paperwork is securely stored before disposal. These lockable consoles are perfect for any environment, from schools to hospitals to any corporate office. We’ll collect them on an agreed regular basis or whenever it’s almost full – just let us know and we’ll be there. As with our shredding service, all documents are recycled at UK paper mills with zero percent of our paper waste sent to landfill. For every tonne of paper waste recycled, approximately 17 trees are saved. Secure and sustainable paper disposal – what more could you want?

Get in touch with our team today for more information about our shredding services and even receive a quote. 

What are the pros and cons of in-house shredding vs paper shredding services?

Paperwork – can’t live with it, can’t live without it.

It’s one of the modern age’s necessary inconveniences. And while there is a slow moving shift towards a more digitised, even paperless office, the fact is that businesses and organisations will be dealing with paperwork on a daily basis for years to come.

That means that the vast majority of modern companies are not only accumulating a significant amount of paperwork in their daily dealings, they also have to decide on the best way to securely destroy this confidential waste.

For most offices, this normally comes down to a decision between handling shredding on-site DIY-style or hiring a professional shredding service to take care of everything.   

In this post, we’ll explore the advantages and disadvantages of hiring a shredding service, particularly when compared to disposing of confidential waste in-house.

As an organisation that needs to stay on top of both its expenditure and data security, it’s important to weigh up all pros and cons in order to decide on the best course of action for your business needs.

In-house Shredding

Pros

  •     Complete control of documents – if you choose to handle all confidential waste in-house, you won’t need to get any external services involved. This is great if you have the spare time and suitably trained staff, but not every organisation has that luxury.
  •     Minimal cost – professional shredding services aren’t free so bypassing them by processing confidential waste internally avoids that extra cost. This is often the case with smaller companies who only generate small amounts of paper waste.
  •     Shredding on demand – any confidential documents can be shredded immediately on-site. This timeliness can help reduce the risk of sensitive information getting lost or stolen.

Cons 

  •     Inefficient resource allocation – few organisations produce so little paper waste that they can proficiently handle shredding in-house. Most businesses deal with high volumes of paperwork that require significant time, personnel and financial commitments to properly process their confidential destruction.  
  •     Quality and cost of an office shredder – while a simple office shredder might not set you back that much, the chances are it may not be able to handle the quantities of paperwork required by the average office. Low-cost “strip-cut” shredders are also the least secure shredders, with many cases of highly confidential documents having been reconstructed from their disposed strips. More robust, industrial-style office shredders can be very expensive with high maintenance costs that many businesses can’t sustain.
  •     Increased risk of data breaches – while in-house shredding gives the organisation full control of their confidential waste disposal, many staff members will not have the appropriate training to handle and process sensitive documents in full compliance with GDPR regulations. Also, if paperwork isn’t shredded immediately after use, the improper storage of sensitive material on-site can also raise data security concerns.

Paper Shredding Services

Pros

  •     Increased productivity – with the time and effort of shredding paperwork being shouldered by an external shredding service, staff can focus on the work that really matters. Of course, the cost and time effectiveness of shredding all depends on the size of the organisation. If, like most businesses, you deal with high levels of paperwork on a daily basis, the chances are a professional shredding service is the most effective option for you.
  •     Ensured GDPR compliance – not only are the professional grade shredders of shredding services more efficient than office shredders, but their staff are also fully trained in the handling, processing and destruction of confidential waste. Since the introduction of strict new GDPR regulations in 2018, failing to secure the safe storage and destruction of your confidential material can result in significant penalties.
  •     Environmentally friendly – many companies that specialise in shredding confidential paperwork recycle almost all of their waste. With shredding services, you can save the planet while saving your business time and money too! (With Flexible Storage’s shredding partner, 0% of shredded paper waste is sent to landfill. This means that approximately 17 trees are saved for every tonne of paper waste recycled).

Cons

  •     Economies of scale – if you are a small organisation or you generate low quantities of paper waste on a daily basis, using a professional shredding service may not be cost-effective. You will therefore have to undertake a cost comparison of hiring a shredding service versus the time, money and energy it costs your business to handle confidential waste internally. For many smaller businesses, a confidential waste disposal bin may be the more cost-effective option.
  •     Storage and transport risks – while the staff of professional shredding services are highly trained in confidential waste handling and data protection protocol, there’s no way to reduce the risk of a data breach completely. Human error in this area is unavoidable but much less likely with qualified specialists than untrained office staff.
  •     A poor shredding service – a professional shredding service is only as good as the company that is carrying it out. While GDPR and other UK data protection laws are crystal clear on the appropriate way to manage confidential waste, not all shredding services live up to these standards. That’s why it is so important that – should you decide that your organisation could benefit from a shredding service – you do your due diligence to find the best shredding service for your business needs.

At Flexible Storage, we offer professional and flexible shredding services via our partner shredding and recycling company. Fully licensed with the Environment Agency and GDPR compliant, we can provide the most secure and convenient shredding service that can be tailored to your company’s specific needs.

Get in touch with our team today for more information about our shredding services and even receive a quote. 

How safe are shredding services?

If we’ve said it once, we’ve said it a thousand times – you need to look after your confidential waste. This applies to domestic paperwork as much as it does to business documents.

Leaving your sensitive paperwork in a drawer at home or a cabinet at the office will quickly lead to clutter, confusion and – worst of all possible scenarios – compromising your personal and commercial data security.

Shredding for security

When it comes to protecting your physical documents, shredding is by far the safest, simplest and most convenient way to destroy sensitive material.

In other posts, we’ve covered what sensitive documents need to be shredded, the reasons why they should be shredded and what you should do with the shredded waste.

While there’s little argument over the effectiveness of shredding in principle, in practice it’s only as effective as the company that is carrying it out. 

In this post, we’ll take a look at the different types of shredding services currently available on the market so that you can be sure that you’re choosing the safest one possible.

High street shops

One of the cheapest shredding options is to take your confidential documents to an office supplies, stationery or printing shop. A common sight on high streets and in shopping centres up and down the UK, they offer the use of their shredders or facilitate the shredding of your documents by a third party.

While this service appears cost-effective and efficient on the surface, behind-the-scenes security is often lacking. Sensitive paperwork is often left unlocked in store cupboards for days at a time. There have even been instances where burglars have specifically targeted the shredding bags; a testament to how valuable confidential data is to modern criminals.

The reality is that these types of high street shredding services, while relatively cheap, do not have the highly trained staff or stringent security standards that professional shredding services have. If you want to be sure that your confidential waste is professionally handled and securely shredded, you’d be well advised to look elsewhere…

Professional shredding & recycling centres

If you want to get true peace of mind when destroying confidential waste, you’ll need to look to the pros. Professional shredding facilities have the expertise, experience and industry accreditations to provide you with the most secure service possible.

Unlike a high street shop or small-scale office shredder, shredding facilities have industrial shredders that completely pulverise documents, CDs, credit cards and many other confidential materials.

Some of the best companies can even save you the trouble of moving your paperwork by collecting your files from your office or your document storage facility.

Confidential Waste Console

Confidential waste disposal bins are also another great way to ensure your business documents are safely stored and securely destroyed. These lockable bins collect sensitive office paperwork and can be regularly emptied and shredded by your shredding service provider. While this is not particularly relevant to domestic users, it’s a great way for businesses to stay on top of their confidential waste with minimum effort. 

Choosing the safest shredding service

So now that you know the benefits of a professional shredding service, you’re going to need to know how to spot the best shredding service provider out there. There are a handful of qualifications and indicators that a shredding company should have to ensure they are offering the safest possible service.

If the shredding service provider does not have all of the following industry accreditations, you should definitely think twice before entrusting them with your confidential waste. Even if they are offering an unbelievably cheap service, you may end up paying a much higher price in the long run.

Shredding service checklist: 

  •     Certificate of Destruction for peace of mind
  •     Waste Carriers Licence from the Environmental Agency
  •     DBS checked staff to ensure secure and professional handling
  •     GDPR & Data Protection compliant
  •     BS EN 15713:2009 accreditation for the Secure Destruction of Confidential Waste
  •     ISO 9001/ISO 27001/ISO 14001 accreditations for quality management and environmental responsibility.
  •     Waste Electrical and Electronic Equipment Directive (WEEE) compliance

Flexible Storage’s shredding service is fully aligned and compliant with all of the above qualifications and regulations. As well as adhering to the highest possible industry standards, 100% of their shredded waste is recycled at a licensed UK paper mill. In fact, for every tonne of paper waste that they recycle, approximately 17 trees are saved!

Get in touch with the Flexible Storage team today to see how a professional, safe and cost-effective shredding service can benefit you.

What Should You Do with Shredded Documents?

The security of your sensitive documents is of utmost importance. Any lapses in the security of your confidential documents can have severe consequences for your customers, your staff and the success of your business as a whole. As we have discussed before, securely destroying outdated or unnecessary documentation is incredibly important but what do you do with your paperwork once it has been shredded?

On-Site Shredding

Most office shredders tend to be one of two types of machine – either strip-cut shredders or cross-cut shredders. Strip cut shredders really aren’t made for the disposal of sensitive information, since they cut the paper into large pieces that are easily reassembled. While cross-cut machines are a little more secure, with enough time on their hands, the most patient of identity thieves could fit them back together.

The next level in secure confidential waste destruction is the particle cut shredder. This piece of kit breaks sheets of paper into much smaller pieces but they are often very expensive. This makes particle cut shredders most suitable to those businesses and industries with big budgets and even bigger security risks, such as government departments.

Since typical office shredders tend not to be the most secure of appliances, there are serious security risks concerning their ability to sufficiently “destroy” confidential documents. If you regularly leave your shredding bins until they are full or leave bags full of shredded paper by the outside bins, you may be putting yourself at risk and falling short of data protection laws.

Waste paper in an office bin

Compost your shredded paperwork

If you have the on-site facilities to do so, composting the shredded paper can be an environmentally friendly option. Paper is biodegradable and will quickly decompose, adding essential nutrients to your compost heap and preventing it going to landfill. You can then use this compost to enrich the soils around your offices or offer it to employees to bag up and take home – a very eco-friendly way to dispose of your unwanted paperwork.

Most everyday office documentation such as envelopes, receipts and office paper is safe for composting as modern-day printing methods are virtually contaminant free. However, there are some types of processed and heavily inked papers that are best avoided:

  • Glossy or waxy paper
  • Fluorescent coloured paper
  • Paper containing metallic inks
  • Coloured card or sugar paper

Mix It Up With Shredding

If this composting not a realistic option for you, recycling is still preferable to throwing the paper in with your general waste. Just be sure to mix the shredded pieces up with other paper waste and separate it all into a number of bags, so that all the pieces for one document are unlikely to be bundled together. Once the paper is collected, all the shreds get separated anyway so confidential information is unlikely to be recovered – no matter how tenacious the potential intruder!

Combining the two options, with half the shreds in compost and the other half in recycling, is a very efficient way of separating the pieces and keeping confidentiality in-tact.

Outsourcing Shredding

One of the biggest downsides of using an office shredding machine is that they also tend to be very small and slow, really only capable of shredding a few pieces of paper at a time. These on-site shredders are often better suited for domestic use. If your business is like many others, you will go through a lot of paperwork during the course of a week. Having your own office shredder might not be the most efficient use of your time.

In that case, outsourcing your shredding requirements could be a more practical and efficient option. A professional shredding service, like the one provided by Flexible Storage Solutions, knows exactly what to do with shredded documents, using a pierce and tear shredder that can process large amounts of paper and cardboard. Not only will outsourcing your shredding allow your employees to make better use of their working day, but it will also save you the cost of buying and maintaining shredding equipment.

Securely stored in waste consoles

When using a professional shredding company, you can store all your documents in a secure confidential waste console until they are collected for shredding. You don’t have to remove any paper clips or staples and you don’t have to worry about emptying the oil out of the shredder – everything is taken care of for you.

Environmentally friendly shredding

Many professional shredding companies will recycle all (if not part) of their shredded paper waste. For example, our shredding service sends all confidential paper waste to licensed UK-only paper mills to be recycled. Zero percent of our paper waste is sent to landfill so you can rest assured your paperwork is having as minimal an effect as possible on the environment.

One of the biggest benefits of external shredding companies is that their equipment does more than just shred paper – it completely pulverises it, so that it is impossible to piece back any kind of information on them. Our partner shredding company is a fully licensed carrier with the Environmental Agency and we provide you with a certificate of destruction with every batch of documents.

Get in touch with our team today to see how a professional document shredding service could benefit your business.

Moving Office? Here’s What You Need to Consider to Save Time and Money

Moving office is never an easy task. Whether you are moving to a new unit in the same building or a complete relocation across the country, the logistics involved in moving equipment, files and people are fairly complicated. That’s why it’s so important that you make the move as easy and straightforward as possible. It’s crucial that all of your belongings are organised so that everything is accounted for once you have moved into your shiny new office and all confidential documents are always protected.

With that in mind, we have put together some useful moving office advice to help make your relocation go off without a hitch.

Clear out the Clutter

There is never a better time to have a clear out than when you are already having to go through your office drawers, cabinets and desks in order to pack them away for moving. Have a bin and shredder nearby, so that you can throw away anything that is clearly rubbish and shred any documents containing data that has served its purpose (not sure what to shred? Check out our blog post on what business documents need secure shredding). Since the introduction of GDPR in 2018, it’s imperative that you stay on top of any out-dated paperwork that has accumulated. These files will likely contain sensitive information and pose a security risk if managed incorrectly. By going through all documentation in the office, you can pack your belongings, de-clutter your workspace and destroy sensitive data all at the same time!

Downsize Your Storage

The vast majority of businesses accumulate a significant amount of sensitive data, much of which you will need to keep. One of the best pieces of moving office advice that we can offer is to use this time to scan as much of your paper information as possible to computer files. You will then be able to securely destroy more unnecessary paperwork and have less to move to your new office. With copies of your documents saved online, there’s less chance of the odd piece of paper being left behind or falling out of a folder during the move, and therefore less chance of confidential information falling into the wrong hands. Of course, while the truly “paperless office” is yet to become a reality, you will still need to retain physical copies of most of your documents. Scanning and storing your important files online provides you with a backup should anything happen to the originals.

Another benefit of this is that you will have less to unpack in your new office, helping you to make better use of your space and preventing a fresh build-up of clutter.

Take Advantage of Document Storage

Why not go one step further than scanning your documents and take full advantage of a professional document storage service? Once you have packed up your files and securely shredded all unnecessary paperwork, you can let a storage facility take your confidential documents off your hands. Properly indexed, securely stored and easily retrieved with an online file management service, storage facilities keep your files safe and your office clutter-free. However, make sure you only store your files with a professional and fully GDPR compliant facility (such as Flexible Storage).  

Make a Floor Plan of your new Office

The chances are that your new office will not be identical to your old one, especially if you have downsized your storage. Now is a good time to look at the condition of your current chairs and desks, in order to identify any items that are past their best. If you have a floor plan drawn up, you can see exactly what you need and where it will go, so that your furniture can be put straight into place when unloading. Any surplus furniture can be donated, recycled or sold and any new furniture you might need can be ordered for delivery on or before moving day.

Plan Internet and Phoneline Relocation in Advance

It’s easy to forget about telecommunications until the very last minute – usually when you have unpacked at the other side, but if you think ahead, you can discuss your needs with your Internet and phone providers, helping to ensure there is no downtime in service. You want to be able to unpack and set-up as quickly as possible in your new office, in order to keep your business ticking over and your customers happy.

Get Staff involved

Make sure your team is giving you plenty of help moving office, so that you can also take the opportunity to inform them of fire exits, new procedures and security processes for the new premises. Let them know where they should report on moving day and the exact location of the new offices, as well as establish a seating plan ahead of time. While this may seem like obvious advice, doing most of this in advance will ensure your move is quick and easy and that everyone is comfortable with their new working home. You’d be surprised how many things are overlooked in the hustle and bustle of an office move!

There are so many things to consider when moving office locations and it can all seem rather overwhelming at times. By taking things one step at a time, planning in advance and taking advantage of professional services, you can keep a clear head on moving day, helping to get your business back up and running as quickly as possible.

Contact the Flexible Storage team today to find out how our secure, professional storage services can benefit your office move, saving you valuable time, energy and money.