5 Signs It's Time to Update Your Document Disposal Strategy

We all know how risky data breaches and improper document disposal can be. It's the stuff of news headlines and corporate nightmares. But when is the right time for your business to reevaluate how you handle your discarded paperwork? It's tempting to think, "If it's not broken, why fix it?"

The truth is that rules change, technology evolves, and the amount of data your company handles is probably growing rapidly. Let's dive into the top five signs that it's time to give your document disposal strategy a much-needed checkup.

1. Overflowing Bins and "Just in Case" Piles

Take a look around your office. Are those paper shredding bins constantly full and overflowing? Worse yet, are stacks of papers marked "to be shredded" accumulating on desks, under desks, or in corners?

If sensitive documents are piling up instead of being promptly destroyed, it's a sure sign that your current process isn't keeping up. It's also a security risk in the making! Your company might need more frequent shredding services or more conveniently located shredders to keep up with the volume.

2. Remote Work is the New Reality

The rapid transition to remote or hybrid work models has thrown a wrench into many companies' traditional document security, disposal systems and waste management. Employees may print sensitive documents in home offices, where there's less control over who can access them.

If your team is working remotely, they need clear instructions and tools for disposing of confidential documents securely – whether that means investing in home shredders or providing secure locations for shredding.

3. The Rules Have Changed

Data privacy regulations and document retention laws are in a constant state of change. Staying compliant is crucial, whether it's an update to a major regulation, like HIPAA or GDPR, or a smaller, sector-specific change.

Ignorance is no excuse if your outdated disposal policy leads to a data breach or fine. Regularly review industry regulations and update your disposal strategy to match. If you haven't reviewed your policies in over a year, now is the time!

4. You're Craving More Efficiency

Sometimes, the driving force behind change isn't fear of a problem but the desire for something better. How long does it take your staff to sort documents, feed the shredder, or prepare confidential materials for pickup? This time is a hidden cost, and lost productivity adds up.

There may be more efficient, streamlined ways for your company to handle document disposal. Could you benefit from outsourcing to a secure shredding company, switching to cross-cut shredding for enhanced security, or setting up a regular schedule to clear out those "to be shredded" piles? If efficiency is your goal, explore how updating your process can save you time and money.

5. When "Going Green" is More Than a Slogan

Even with the move towards digital, most businesses still generate a lot of paper waste. A revamped document disposal strategy can help boost your sustainability efforts. Secure shredding companies often recycle the shredded paper, significantly reducing your environmental footprint.

Check with potential service providers about their recycling policies and if they can provide you with data about how much paper waste your updated process will divert from landfills. This info can even be part of your company's sustainability marketing!

A great document disposal strategy is about security and peace of mind. Don't be afraid to get proactive. If you've noticed these five signs in your business – it's time for change!