The Hidden Costs of In-House Shredding: Why Outsourcing is More Efficient

In today’s data-driven world, protecting sensitive information isn’t just a best practice—it’s a legal requirement. Many businesses, both large and small, understand the importance of securely disposing of documents that contain personal, financial, or confidential information. However, when it comes to deciding how to handle document destruction, many companies opt for in-house shredding without fully considering the hidden costs and risks associated with this approach.

At first glance, in-house shredding might seem like a cost-effective solution. After all, why pay an outside service when you can simply invest in a shredder and have your employees handle the task? But the reality is that in-house shredding often ends up costing more in the long run, both in terms of money and resources. Here’s why outsourcing your shredding needs is a smarter, more efficient choice.

1. Time is Money: The Labor Costs of In-House Shredding

One of the most overlooked costs of in-house shredding is the time it takes. Shredding documents isn’t as simple as feeding a few sheets of paper into a machine. Depending on the volume, it can be a time-consuming process that pulls employees away from their core responsibilities. Whether it’s an administrative assistant or a member of your IT team, the time spent shredding could be better used on tasks that contribute directly to your business’s productivity and bottom line.

When you factor in the hours spent by employees on shredding, removing staples and paper clips, emptying the shredder bin, and dealing with paper jams, the labor costs can quickly add up. Outsourcing your shredding needs to a professional service allows your employees to focus on what they do best, ensuring your business runs smoothly and efficiently.

2. Maintenance and Equipment Costs

In-house shredders require regular maintenance to keep them running smoothly. Blades need to be sharpened or replaced, and the machines themselves are prone to breakdowns, particularly when overused. The cost of maintaining and repairing shredders can be significant, especially if you’re dealing with large volumes of paper on a regular basis.

Moreover, the initial investment in a high-capacity shredder can be steep. Basic models might be affordable, but they often aren’t equipped to handle the demands of a busy office, leading to frequent malfunctions and frustration. High-quality shredders that can handle larger loads come with a hefty price tag, making them a costly solution for many small to medium-sized businesses.

By outsourcing, you eliminate the need for expensive equipment and the ongoing costs associated with maintenance. Professional shredding services use industrial-grade shredders that can handle large volumes of paper quickly and efficiently, without the risk of breakdowns.

3. Security Risks and Compliance Issues

When you handle document destruction in-house, you take on the responsibility of ensuring that the process is secure and compliant with all relevant data protection laws. This can be a daunting task, especially with regulations like HIPAA, FACTA, and GDPR imposing strict guidelines on how sensitive information must be handled.

In-house shredding can expose your business to significant security risks. Most office shredders use strip-cut technology, which slices paper into long, thin strips. Unfortunately, these strips can potentially be reconstructed, making it a less secure method of destruction. On the other hand, professional shredding services like Summit Shredding use a more secure pierce-and-tear method. This technique shreds documents into tiny, irregular pieces that are virtually impossible to reassemble, ensuring that your confidential information remains protected.

Additionally, outsourcing provides peace of mind when it comes to compliance. Summit Shredding issues a Certificate of Destruction after every job, which serves as documented proof that your sensitive documents were securely destroyed by professionals. This certificate can be crucial if your business is ever audited, demonstrating that you have taken the necessary steps to protect your information and comply with legal requirements.

4. Waste Management and Environmental Impact

Shredding generates a significant amount of waste, and managing this waste can be another hidden cost. In-house shredding produces large volumes of shredded paper that must be disposed of properly. This often means paying for additional waste management services or dealing with the logistical challenge of recycling shredded paper, which can be difficult due to the size and quality of the shreds.

Professional shredding services not only take care of the shredding itself but also handle the disposal and recycling of the shredded material. Most services ensure that the shredded paper is recycled responsibly, helping your business reduce its environmental footprint and contribute to sustainability efforts.

5. Scalability and Flexibility

As your business grows, so too does the volume of sensitive information that needs to be destroyed. In-house shredding may be manageable when your business is small, but as you scale up, it can become overwhelming. The need for more shredders, more employee time, and more resources can quickly become a burden.

Outsourcing your shredding needs offers scalability and flexibility. Professional shredding services can easily accommodate your business’s changing needs, whether you require regular scheduled shredding or one-time services. This flexibility ensures that your document destruction process grows with your business, without the need for additional investment or resources.

Conclusion

While in-house shredding might seem like a convenient option, the hidden costs quickly add up, making it less efficient and more expensive than it appears. By outsourcing your shredding needs to a professional service like Summit Shredding, you can save time, reduce costs, and ensure that your sensitive information is securely and compliantly destroyed.

Ready to make the switch? Contact Summit Shredding today to learn more about our secure, cost-effective document destruction services and how we can help your business protect its most valuable information.