The Do’s and Don’ts of Document Shredding

Every business has a legal and ethical obligation to protect its customers’ and employees’ privacy. While most documents are digital, there are still physical documents like confidential bank papers, invoices and legal documents that will need to be disposed of after a certain period to maintain privacy and avoid data breaches. A simple and effective way to do this is by shredding old documents. 

This may seem simple enough, but there are certain things you need to do to safeguard your data and keep your department shredder running smoothly. This article discusses some do’s and don’ts of document shredding, so keep reading!

Do ensure you’re shredding only paper

Go through the documents you want to dispose of and ensure there is no cardboard or plastic. Professional paper shredders can easily shred staples, binder clips and paper clips. However, it is always recommended to double-check the document pile. The goal is to shred mostly paper for easy recycling. 

Do have shredding guidelines in place

Most workplaces deal with sensitive paper documentation that needs to be disposed of carefully. Therefore, we suggest creating shredding guidelines that all employees can follow. These guidelines can be printed and placed next to shredders so employees can correctly shred documents. This will ensure correct disposal and eliminate common issues such as overloading the machine, shredding incorrect materials and overheating. 

Do take care of your shredder

Stemming from the previous point, although shredders are robust pieces of equipment, they do need a little care to keep working smoothly. To ensure your shredder is kept in the best condition, do not overload it or force it to tackle items such as staples, credit cards and laminated documents. In addition to these best practices, you will also need to oil your shredder from time to time. Remember to go through your user manual, as your shredder may have an automatic oiling feature. 

Don’t keep outdated documents

The main aim of shredding documents is to keep them safe from falling into the wrong hands. Therefore, hoarding documents puts the privacy of the entire business at risk. Hoarding documents may also be non-compliance with regulations that can incur fines. Set a day every week to compile documents that need to be shredded. Shred these documents immediately and dispose of them responsibly or recycle them. 

Don’t force-shred unspecified items

Document shredders are mostly used to shred paper documents. Every shredder will have specific items that it can destroy. If the shredder doesn’t expressly state that it can shred a particular item, it should not be attempted for safety reasons. Force-shredding an item can also damage the machine.  

Don’t exceed the maximum page load capacity

Every shredder is designed to have a maximum page load capacity. Maximum page load capacity refers to the number of A4 sheets that can be shredded at a time. While auto-feed shredders have a capacity of up to 750 sheets, manual shredders tend to have a page load capacity of up to 20 sheets. For example, a Rexel Optimum Autofeed+ Paper Shredder can accommodate auto feed up to 750 sheets of A4 paper (80gsm) at a time and offers a manual slot for up to 20 sheets.

If you’re looking for the best shredders in the market that have an auto-feed mechanism and that can shred staples and paper clips with ease, we have the perfect product for you. We stock a multitude of Rexel shredders that can dispose of the above items, as well as standard paper documents. 

Take a look at our full range of Rexel Paper Shredders here.