Document Destruction Service - 17 Things To Consider When Shopping For A Shredding Company

Paper shredding has become a big business and many companies are available to you.

So what criteria should you consider when choosing a document shredding service provider for your company or organization?

Based on the services we've included on this site, we have found over a dozen important benefits to look for when contracting a shredding service.

You may find a great service that doesn't meet every requirement on this checklist.

This is a pretty big list, and few companies are perfect...This is only to give you an idea of what competitive services may offer.

Hopefully this list will help you to make sure your requirements are met and help you get the best deal on a shredding service.

You may want to refer to this checklist when you are talking to a shredding company representative.

Document Shredding Service Checklist:

Frequency

How often will the shredding company perform shred services? Some companies need services a few times per week while others may only need services every few months. Most companies are somewhere in-between requiring weekly or monthly pickup, with the option for call in service.

Is Call In Service Available?

If you need to schedule an immediate extra shred job due to an unusually large volume of paper in a specific time-frame, does the company offer call in service outside of the regular schedule? If so, what timeframe will the guarantee?

Storage Containers

Does the compnay provide free storage containers? Do these containers lock? Do they look good?

If they are going to be used inside the office, are they furniture quality? Does the shredding company provide enough containers? Will they help you to strategically place the containers on-site for ease of use. Will they provide you with additional consoles if needed and will there be any extra charges?

Is The Company NAID Certified?

NAID is the National Association of Information Destruction. They require each company to meet rigorous security standards before they are get certification. NAID is the top association in the shredding industry and they have a lot of resources to help both their member companies and the businesses that they serve. Ask if the company is NAID certified.

Certificate of Destruction

Does a representative provide you with a Certificate of Destruction upon completion of shredding services? (Some companies provide them every time while others may provide certificates with monthly invoices)

A Certificate of Destruction is a legal document issued after a paper has been shredded by a shredding company that provides evidence that every document has been totally destroyed. It should be signed by the company rep., document the date and method of destruction, date of destruction and include a reference number. This an important legal record for proof of compliance with state and federal laws and should be kept on file. (It does not completely absolve the company of all responsibility though)

Live Observation

Can the shredding process can be witnessed in real time by your company representative. Many modern shredding trucks have viewing monitors so that you can watch a little screen and see your media being shredded.

Contracts - Are Ther Long-Term Service Contracts To Sign?

The good news is many shredding companies don't use these hard-binding contracts (Like our friends in the cell phone business)
Make sure you are comfortable with the terms of service and if they want you to sign a long term contract, you should know there are many very reputable shredding companies that don't require any contracts.

Do You Have To Pay Up Front To Start The Service?

Shredding is competitive and many top companies won't require you to pay any start-up fees or initial costs of any kind to get your service started.

Will They Destroy Other Media?

Will the shredding service destroy all your confidential office waste? Many offices generate all sorts of confidential data in forms other than plain paper. Hospitals may generate X-rays, some companies may generate CD's. While this is short work for any shredding truck there are some materials that may require special equipment.

For example, do they offer hard drive destruction? This may not be necessary, but can be a useful service if your organization uses many computers.

Are the shredding company's personnel bonded and insured?

Do drivers undergo an extensive background check?

Are all drivers uniformed and wear visible ID badges?

Do they recycle?

Most shredding companies sell the shredded paper as scrap which ends up as household paper products (and sometimes the paper you get in public restrooms).

Do They Offer Information Or Expertise To Help You Meet Legal Requirements?

Most top shredding companies will have literature and some training materials available to help you through the process of implementing a shredding schedule for you business. While you may need to do some research on compliance, many shredding companies will be able to help you make the process easer.

For example: Some companies provide website access to training materials with information specific to different industries. Others may offer training videos, manuals, and news updates on the latest legislation applicable to your organization.

Is Your Invoice Presented To You 'Live' Immediately After Each Shred?

Some may invoice monthly which may be fine depending on your circumstances.

How Do They Charge...By The Minute Or By The Container?

Different shredding companies have different charge systems. Some will charge for every minute they are on the job. Others will charge only for the time that the paper is actually in the shredding truck, grinding away. While others will simply charge by the container.

You may want to have this list handy as you call companies on this site.

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