Businesses that handle documents shoulder a lot of responsibility, from the time the document is produced to the time it is destroyed. Consequently, document management is one of the most important elements of good corporate governance.
All businesses handling documents of any kind should be familiar with what is required when it comes to shredding. Unfortunately, when it comes to document destruction, a fair amount of confusion still exists. There are three common myths about document shredding that businesses should know.
Myth 1: Not All Businesses Need to Shred Their Documents
Some businesses think that if they don’t handle highly sensitive records, like government documents or health care records, then they don’t need to shred. But the reality is, both federal and state laws impose shredding requirements for any documents that contain the personal information of employees or customers.
This means that if you produce any documents in your business, you need to have a secure storage and shredding process in place.
Myth 2: On-Site Shredding Is Cheaper than Hiring a Service
Many businesses think that purchasing a shredder and having employees be responsible for shredding will save money. That’s not always the case. Shredding services are more affordable than many businesses think.
In addition, hiring a service ensures that your business is in compliance with applicable laws. Professional shredders are experts in local laws and regulations and can help businesses determine what they are required to do. Leaving shredding to employees can open you up to fines and penalties, which can cost a lot more in the long run.
Myth 3: Recycling Is a Replacement for Shredding
Some business owners think that disposing of documents via recycling is a replacement for shredding. While paper recycling is great for the environment, the law is clear that certain types of documents must be shredded before they are disposed of, whether that is through recycling or not.
When you recycle documents intact, they can sometimes end up in the wrong hands. If the wrong person gets a hold of personal customer or employee information, it can be catastrophic for your business.
Document destruction in Gainesville and throughout Florida should be a core part of your business operations. Business owners can develop a shredding plan and schedule that takes the guesswork out of the document lifecycle.
Having a process in place and a trusted commercial shredding partner ensures that your business is handling documents responsibly and meeting all the relevant regulatory requirements. Document management is too important to leave to chance.