Despite many efforts to make it a reality, the paperless office is still an idealistic concept. But paper documents can present a whole host of risks and complications for any business, especially when you consider the strict requirements set out in the recent GDPR legislation.

One of these complications is the fact that paper documents need to be destroyed securely in order for a business to ensure compliance and total protection. Confidential data that is no longer needed – usually due to its retention period coming to an end – cannot simply be jammed into a filing cabinet or thrown in the bin. This is a risk to both the business responsible for the data and the person to whom the data belongs – a risk which, in the wake of the GDPR, businesses simply cannot afford to ignore. This raises the question…

What’s a business to do?

With paper documents being a necessary way of carrying personal data for many businesses (namely in the legal and financial sectors), the majority have defined rules and procedures in place to ensure that papers are destroyed in a secure manner when they are no longer needed.

Some of these protocols will be safer and more efficient than others. The majority of companies use shredders for the daily destruction of documents, leaving employees to manually dispose of shreddable waste and spend their valuable time standing by the shredder. For obvious reasons, this can pose logistical problems to the efficiency and cost-effectiveness of a business.

Furthermore, office shredders do not always guarantee total security. Standard models often leave shredded documents open to the possibility of being reassembled. Particle-cut shredders are the only standard office models that 100% guarantee total destruction of all documents that pass through their teeth – and these come with a hefty price tag!

An exciting alternative

Flexible Storage offer a brilliant alternative to the high-risk, time-consuming, and cost-intensive office shredding practices of old. Our secure shredding service offers businesses professional standards of compliance and safety while ensuring simplicity and peace of mind.

Taking the burden of shredding out of employee hands, this service allows them to spend less of their time and effort shredding and focus more on their main duties. Likewise, by incorporating an end-to-end disposal solution with the help of an external body, employers can allocate resources to more lucrative ventures within the business.

And what’s the hidden secret? Our shredding contracts usually require businesses to use a simple but effective piece of office equipment called a shredding console.

What is a shredding console?

A shredding console (a.k.a a confidential waste disposal console) is a secure and lockable container used for disposing confidential papers without taking the time to manually shred them yourself. They are also often referred to as confidential waste bins or lockable waste paper cabinets. Workers can place their shreddable papers into the console with no hassle – just like placing them into a normal waste paper bin. The difference is that shredding consoles are locked and secured, so once the paper is inserted, there is no way of getting it back unless you have a key.

At Flexible Storage, we can rent these shredding consoles out to your business as part of our secure document shredding service. You may keep any number of consoles in your office and our team will come to empty them at regular intervals. The sack inside the console is replaced, with the used sack being secured and taken back to our site for processing and destruction.

These used sacks are always treated with the highest standards of security and compliance: they are transported securely by vetted drivers, processed on our fully secure shredding site before entering industrial-grade shredders and pulverisers for 100% guaranteed destruction. Your sensitive papers never risk falling into the wrong hands after being placed into the console.

We are able to do this on a weekly, bi-weekly, or monthly basis, depending on the quantity of shreddable waste your business produces. We will provide your office with an appropriate number of shredding consoles based on the size of your business and the information handled. Plus, the waste you choose to dispose of is not limited to paper documents. We can also destroy CDs, data tapes, USB drives, and other electronic forms of data storage.

How can this benefit your business?

It should be immediately clear why using these shredding consoles is an effective alternative to manually shredding your confidential documents or leaving them in unsecured storage units. There are various ways that secure shredding can benefit employees, customers, employees, and your business as a whole:

  • Security – Any documents placed in the shredding consoles are kept safe behind secure locks and cannot be accessed; they only come into contact with the fully-licensed waste carriers who empty the consoles for disposal and transport them for shredding. This will significantly reduce the chance of your documents being compromised, heighten the level of security in your business and improve your compliance record.
  • Compliance – Storing and destroying personal data comes with certain legal responsibilities with which all businesses should be familiar, namely the recent GDPR. This regulation dictates the way in which confidential documents should be disposed of for optimum security and protection of sensitive information. Flexible Storage are fully compliant with all relevant bodies, including GDPR, ISO, and BS EN security standards. Each batch of shredded paperwork comes with a certificate of destruction for legal proof.
  • Efficiency – Having us take care of your shredding and document disposal is a simple way to save your business time and money. Not only will employees be spending less time shredding but they will also have more time to generate revenue for the business. Furthermore, shredding consoles remove the need to spend large amounts on pricey office shredders with the capacity to securely destroy documents, as well as the costs involved in maintaining and repairing such equipment when necessary.

If you’re sold on the idea of a secure document shredding service and simply cannot wait to depart with that clunky office shredder, please get in touch to get a quote, make an appointment and discuss your requirements with one of our friendly storage consultants.

June 21, 2018