If you’re like most business owners, you probably think that the best way to handle document destruction is to purchase an in-house shredder. After all, this seems like the most cost-effective and efficient option, right? Not necessarily. There are a few risks associated with using an in-house shredder that you need to be aware of before deciding. In this blog post, we will discuss the dangers of in-house shredding and explain why it might be a better idea to outsource your document destruction needs.
Physical Dangers: Let’s start with the most obvious dangers of having an in-house shredder. No matter how careful you are with a shredder, accidents are bound to happen.
Cuts and bruises: The blades on a shredder are incredibly sharp and can cause serious injuries if you’re not careful. If you or one of your employees accidentally puts a finger in the wrong place, you could be dealing with some pretty severe cuts.
Infections: Shredders can also be breeding grounds for bacteria and other harmful microbes. If someone in your office cuts themselves while using the shredder, there is a risk of infection.
Fire hazard: If you have ever had a piece of paper get stuck in a printer, you know how quickly paper can jam up a machine. The same thing can happen with a shredder. If too much paper is fed into the machine at once, it can overheat and cause a fire.
Now that we’ve discussed the physical dangers of using an in-house shredder let’s talk about the other risks associated with this method of document destruction.
Data breaches: If you’re not careful, an in-house shredder can put your business at risk of a data breach. If sensitive documents are not shredded properly, they could end up in the wrong hands.
Identity theft: Another danger of having an in-house shredder is that it could be used to commit identity theft. If someone were to steal employee information from your office, they could use it to open new credit accounts or apply for loans in your name.
Internal fraud: Unfortunately, not all employees can be trusted. If you have a shredder in your office, there is a risk that someone could use it to commit fraud or destroy evidence.
Lack of proper records: If you have an office shredder in a common place with no one to man the shredder, there will be no proper records of the shredded document. While teaching all employees to man the shredder is a good idea, it’s equally essential to ensure that they maintain records of the documents being shredded.
The hidden costs of maintaining an office shredder: In addition to the physical and security risks of keeping an in-house shredder, you also have the maintenance cost to bear with. Like any machinery, an office shredder is prone to problems and hiccups once in a while. And should you fail to take care of it, they will amount to bigger problems.
Regular Maintenance: The first cost you will have to take into account is the regular maintenance of the machine. The blades will need to be sharpened and oiled regularly to work properly.
Replacement Parts: In addition to regular maintenance, you may also need to replace parts on the shredder from time to time. The most common parts that need to be replaced are the blades and bearings.
Electrical Costs: If you have an electric shredder, you will also need to factor in the cost of electricity. Depending on how often you use the machine, this could end up being a significant expense.
Man-hours and productivity: Another hidden cost of maintaining an office shredder is the amount of man-hours and productivity lost when the machine is down for repairs or maintenance. If your shredder breaks down, someone will need to take the time to fix it. And while they’re fixing it, they’re not working on other important tasks for your business. It may even be necessary to hire a professional to fix the problem in some cases.
There are a lot of risks associated with using an in-house shredder. From the physical dangers to the hidden costs, it’s important to weigh all factors before making a decision. In some cases, it may be better to outsource your shredding needs to a professional company. The benefits of outsourcing your shredding needs to a company range from convenience to peace of mind.
If you decide to use an in-house shredder, take the necessary precautions to ensure that your documents are properly destroyed, and your office is safe. Train your employees on how to properly use the machine and maintain records of the documents that are being shredded. And most importantly, don’t forget to regularly maintain the machine to avoid any major problems down the road.
