A One-Time Purge: Your Secret to Document Management Success
October 29, 2020
No matter whether you’re working from your office or your home office, you’ve got papers to take care of. You’re managing notes, invoices, pay stubs, client records, tax copies, and more – and if you’re like most workers, they’ve added up over time. The average American office worker uses 10,000 sheets of paper every year, which comes out to about 192 sheets of paper every week.
The problem gets worse if you happen to work in an industry that deals with finance, education, or healthcare, since this means that you’re likely dealing with personally identifiable information (PII). This kind of confidential information can’t be thrown out in the regular trash (you might even face a fine or another form of legal action for doing so), which means it’s usually relegated to a file cabinet in the back room. But it can’t stay there forever. When it’s finally time to say goodbye to years of old and unneeded files, it’s time for one-time purge shredding.
What is One-Time Purge Shredding?
One-time purge shredding is document destruction without commitment. It allows you to get rid of years of documents in an hour or less. The way it works is simple: with a single call, a state-of-the-art shredding truck is dispatched to your location. All you have to do is indicate the files you’d like to have shredded, and the shredding technician will take care of loading your documents into the internal shredding machine and destroying them on-site. Now, at first blush, this might not seem particularly revolutionary. After all, it’s a regular service like any other, right?
In actuality, one-time purge shredding is your secret to a successful document management strategy. It does this in three different ways.
Many small businesses make the mistake of trying to perform their shredding in-house. The usual cost for an off-the-rack shredder will cost you a few thousand dollars – and that’s not counting the cost of emergency repairs and operating equipment. These shredders also won’t operate automatically, which means that an employee will need to dedicate several hours to prepare the papers for shredding (removing staples, rubber bands, paper clips, and other materials that could result in an expensive repair) and then putting them through the machine.
One-time purge shredding leaves you with more money in your pocket because a single appointment is all you need to shred your documents. Your employees can continue their work, and you don’t have to “invest” in a piece of equipment that you don’t need. Get rid of the documents you don’t need with the confidence that they’ll be safely and securely discarded.
We’ve already touched on the time that must be put towards preparing and shredding the paper on an in-house basis, but what about the time it takes to transport the pieces to a safe recycling plant? Or the time you need to create documentation to prove that you satisfactorily destroyed the items in the first place? The hours you have to spend on properly managing these documents could be better spent on active projects for your business, which is another reason why a one-time purge is such an efficient solution.
It’s an all-inclusive service, which means that after you hand over your documents to the purge shredding company, you don’t have to lift another finger to manage them. The shredding company will not only cross-cut and transport your items to a recycling plant, but they’ll also issue you a Certificate of Destruction, which functions as your legal proof that your items were properly destroyed.
Proper destruction of files containing PII isn’t just good practice; it’s the law. Regulations like HIPAA and FACTA lay out specific requirements for the safe handling and destruction of confidential documents, and when you’re shredding in-house, you’re also accepting the responsibility to make sure that literally every stage of that process is compliant with your respective legislation.
Professional one-time purge shredding removes this burden from your shoulders. For example, The Shred Truck is AAA Certified by the National Association of Information Destruction (NAID), which attests to the fact that we’ve either met or exceeded the current requirements for safe and compliant document destruction. This means that when you outsource your shredding, you can be confident that you’re doing your part to ensure your compliance with state and federal privacy regulations. And that’s something you – and your customers – can be proud of.
Professional Purge Shredding From The Shred Truck
No matter how large or small your shredding task, The Shred Truck is ready to provide efficient and cost-effective one-time purge shredding services directly to your door. You don’t even have to worry about removing staples or paper clips (we do ask that papers be removed from binders, though). Just call, point us to what needs to be shredded, and we’ll handle the rest.
For more information on our one-time purge shredding services, give us a call at (314) 729-9200 or request your free shredding quote.