What are the best practices for shredding paper records securely and efficiently?

1 Identify what to shred

Before you start shredding, you need to identify what paper records you need to shred and what you can keep or recycle. This will help you avoid shredding important documents that you may need later, or keeping unnecessary documents that clutter your storage space and increase your risk of data breaches. To identify what to shred, you need to follow your organization's records retention policy, which should specify the retention periods, disposal methods, and legal obligations for different types of records. You also need to check the classification and sensitivity of your records, and shred any documents that contain personal, confidential, or proprietary information.

2 Choose the right shredder

The next step is to choose the right shredder for your paper records. There are different types of shredders available, such as strip-cut, cross-cut, micro-cut, or high-security shredders, that vary in the size and shape of the shredded pieces. The smaller the pieces, the more secure and efficient the shredding process. However, smaller pieces also require more power, maintenance, and waste disposal. Therefore, you need to balance the security and efficiency factors when choosing the right shredder for your needs. You also need to consider the capacity, speed, durability, and features of the shredder, such as auto-feed, anti-jam, or reverse functions.

3 Prepare the documents

Before you feed the documents into the shredder, you need to prepare them properly. This means removing any staples, paper clips, rubber bands, or other materials that could damage the shredder or cause jams. You also need to sort the documents by size, thickness, and color, and avoid overloading the shredder with too many sheets at once. You should also check the documents for any errors, duplicates, or irrelevant information that could be removed or corrected before shredding. Preparing the documents will help you shred faster, smoother, and more accurately.

4 Follow the safety guidelines

Shredding paper records can be a hazardous activity if not done safely. You need to follow some safety guidelines to prevent injuries, accidents, or fires. For example, you should wear gloves, goggles, and masks to protect yourself from paper dust, sharp edges, or flying debris. You should also keep the shredder away from children, pets, or flammable materials, and unplug it when not in use. You should also regularly clean and lubricate the shredder to prevent overheating, clogging, or malfunctioning. And you should always read and follow the manufacturer's instructions and warnings for your shredder model.

5 Dispose of the shredded waste

The final step is to dispose of the shredded waste properly. You have several options for disposing of your shredded paper records, such as recycling, composting, donating, or incinerating. However, not all options are equally secure and efficient. Recycling is the most common and eco-friendly option, but it may not be suitable for highly sensitive documents, as some recycling facilities may not guarantee the confidentiality and destruction of your shredded waste. Composting is another green option, but it may require more time and space to decompose the shredded paper. Donating or incinerating are other options, but they may involve additional costs or risks. Therefore, you need to choose the option that best suits your security and efficiency needs.

6 Review and improve

Shredding paper records is not a one-time task, but a continuous process that requires regular review and improvement. You need to monitor and evaluate your shredding practices and outcomes, and identify any gaps, issues, or opportunities for improvement. You can use some metrics, such as the volume, frequency, cost, and quality of your shredding activities, to measure your performance and efficiency. You can also seek feedback, suggestions, or best practices from your colleagues, managers, or external experts to improve your shredding skills and knowledge. By reviewing and improving your shredding practices, you can ensure that you shred paper records securely and efficiently.