Partnering With The Right Document Shredding Provider: What To Know

The Right Document Shredding

It is very important today especially, that non-profit organizations are consciously making decisions that enhance their internal security efforts; this is due to the level of confidential information circulating most offices on any given day.  Remember that the personal details surrounding your clients, employees, customers, and business, deserve proper protection from information exposure.

What is the best solution for this? Secure document destruction of any sensitive document containing private details that you no longer need to store. While in-house office shredders may seem like a feasible solution, they simply aren’t reliable and only shred documents into strips, which can be easily put back together. An office shredder also demands considerable time and attention, which means your employees, are pulled away from the job duties they were hired to perform; this affects overall productivity tremendously.

The only method of destruction that is 100% secure and reliable is through an experienced professional equipped with the necessary technology and machinery to shred information into an irrecoverable state. Not only does this process protect you from potential fraud and identity theft, it also ensures that your business remains compliant with key privacy legislation. It also helps your company maintain organization over your critical information.

Advantages of a Professional Document Shredding Company:

For trusted shredding you can count on, we welcome you to consider using Time Shred Services as your source for shredding. Our services guarantee your peace of mind, while saving you time and money. How do you know you’re partnering with the right company for your needs, however? You’ll want to first consider what services would be beneficial to your company prior to hiring us or any other document shredding company, because not every business provides the same services. For instance, if you need a one-time purge service or regular ongoing shredding services on the other hand, you’ll want to confirm that the shredding company you’re considering does in fact offer these options.  Knowing what solutions, you need; will help you decide which professional services you should be seeking out. A one-time purge service is typically used by companies who need to get rid of a significantly large volume of documents because of a move, clean-up, or office closure. Documents are collected and shred directly on-site through the use of our mobile shred trucks.

If you’re a non-profit requiring routine, regular service and prefer the idea of ongoing shredding, our scheduled shredding option is probably the most beneficial option for you. If you’re unsure on what approach to take the Time Shred Services team is more than happy to evaluate your current document disposal habits and provide feedback in relation appropriate options based on what we determine. With your agreement, an appropriate collection schedule will be put together to meet your specific needs. There is little disruption in your workday, and you may witness the shredding process if preferred. We are pleased to operate industry-leading shredding equipment that is the safest among the industry. There is zero chance of information recovery with our document shredding services.

Whether you’re a non-profit looking for a one-time purge service or is interested in an ongoing, regular document shredding program, it’s important that you are happy with company you’ve chosen and feel confident in their professional capabilities. For service that is not only pleasant but is also dependable, choose a company that is:

Uniformed, screened, and background-checked professionals who are trained appropriately

A strict chain-of-custody that follows the highest of industry standards

Collection on-site at your location, followed by prompt shredding that you are free to watch

Cross-cut shredder technology and multiple shred sizes

Recycling of shredded material

Certificate of Destruction provided following each job

Privacy laws are constantly changing and penalties for non-compliance are becoming far more stringent, which makes shredding even more crucial. As a business owner, sensitive records and customer information needs to stay secure while in storage but it’s equally important that when they are ready to be disposed of they are done in a safe manner that protects information from exposure. Shredding is the only option that does just that.

Find out how Time Shred Services can help your non-profit start an effective shredding program that includes electronic destruction, protecting your vital information from unwanted exposure. Our professionals constantly stress the importance of your security, and it is always a top priority of ours to guarantee your privacy.

The Top 6 Projects to Tackle While Fewer People Are In The Office

At A M Exclusive, we’re big fans of making lemonade out of lemons! While I’m sure, like us, you are yearning for more of a return to normalcy and would love to have more people in the office, the reality in the IT world is that having minimal staff allows for some unique advantages when tackling projects. Not only that, the changes to how we work are likely here to stay, so you’ll need to be prepared with the technology to facilitate a hybrid at-home/in-office culture.

Here are some projects to consider doing now (and if you need an extra hand completing them, our staff can help!):

 1.  Prepare for higher bandwidth demands & add video conferencing rooms

Even when people come back to the office, we anticipate the demand for video conferencing to remain, so you need to make sure you have the bandwidth to support this. Not only that, but you likely will have many teams that will have people both in the office and working remotely that will need to be able to collaborate efficiently. You can turn some private offices into bookable video conferencing rooms. Using the Bookings app and an HP Slice will allow you to achieve this if you’re using Microsoft Teams.

 2.  Cable cleanup & inventory of equipment

We touched upon this in a previous blog post with “4 Tips to Follow When Finally Cleaning Your Network Closet.” If you do this now before people start returning to the office, you’ll be able to diagnose issues and plan so much better, and you won’t regret it.

3.  Workstation refreshes & getting rid of old equipment

Clear out the old and make room for the new! Reduce or eliminate your “IT Graveyard.”  If you contact us, we may even be able to get you money back for your old equipment.

4.  Transition to VoIP

As mentioned earlier, the flexible work culture is here to stay. Forwarding calls to a cell phone robs employees of easily conferencing in and transferring calls to colleagues. The time is still ripe to evaluate your infrastructure and make upgrades to support internet calling and vet vendors.

5.  Downsizing copiers & getting rid of personal printers

Perhaps you can finally get rid of those pesky personal printers?! Any employee who was not given a printer to work from home can probably do without a printer in their office. And those huge copiers in designated copy rooms that haven’t been used much over the last year? You can save a ton by downsizing them. What makes more sense, is more cost-effective, and is more easily supported by your IT team is deploying midsized multifunction machines for smaller workgroups.

 6.  Reduce security vulnerabilities by patching your printers

Firewalls are not enough to keep out the bad guys. Steps must be taken to reduce vulnerabilities once someone is already in your network. You’ve been patching PCs for years; the time has come to patch your printers as well.Schedule a Conversationwith one of our IT
Solutions Experts

Why You Should (Almost) Never Upgrade Your Copiers Early!

Graphic of copier upgrade losing money

A copier lease should be used as a means to finance a large amount of money, not to hide actual costs from buyers. Unfortunately, because leasing can be confusing, many companies end up paying more than they should for their copiers. Your organization is likely printing less than ever, especially while people have shifted to working from home, but will this last?

Since regulations are loosening up and we can get together in groups again, companies are faced with deciding how and when to bring people back to the office. Perhaps over this last year, many of your paper-based processes have become digital out of pure necessity, and your print volume will never be the same because of it. Other processes simply had to be put on hold because they required in-person interactions. Telling the difference between the two can be difficult.

It is common practice for the copier industry to try to get companies to upgrade their copiers before their lease ends. You may get approached by your sales rep as far out as two years before your lease ends. Sometimes there are good intentions behind this: your copier is breaking down often, or there is software available on a newer copier that can significantly improve a process workflow. Unfortunately, most times, it is simply to keep you locked into your current vendor. There is no way to get out of paying the full amount for a copier lease. When you get “upgraded early,” all that happens is the remaining payments for your current lease are added to the principal for the new equipment lease. So in effect, you pay double the finance charges for whatever that amount is.

Example: Your monthly lease payment is $400 a month and you have 12 months remaining on the lease. Your copier vendor contacts you and says that you should consider upgrading early because you’ll get a great deal, and they’ll be able to lower your payment by $20 a month.

What happens behind the scenes: They add the amount you have remaining on your lease (in this example, $4,800) to the cost of the new equipment. Then, most likely, one of the following occurs:

  1. The new equipment costs less to own than your current equipment, even with adding the $4,800 to the price. Thus your monthly payment will be less. But if you wait until the end of your lease, your monthly payment will be even lower because you won’t be adding the $4,800 to that.
  2. The new equipment cost is comparable to your old equipment, but you save money on the monthly payment even with adding the $4,800 because the terms of the lease are different. For instance, they can give you a longer lease, or your maintenance costs were higher on your previous lease due to automatic price escalations. In either case, your monthly payment would be even lower if you wait until the end of the lease.

Because you are printing less, you will likely not need the same caliber of machine you have had in the past. Over the years, we have seen many times when companies had the copier equivalent of a school bus transporting only one person every day!

Before you upgrade early, I suggest you analyze your invoices over the past few years for how your volume has changed. Most salespeople are used to proposing the latest upgrade to whatever model you have that can print faster, but it may be more than what you need for the future. Do you anticipate more people returning to the office and are unsure how that will affect your volume? Depending on the costs, it may make sense to continue on a month-to-month agreement beyond your lease so you can have a good understanding of where your volume will be before committing to new devices.

For more information on how to make a good decision when it comes to copiers for your office, download our whitepaper “Guide To Understanding Copier Leasing: How To Get A Good Deal & Avoid Tricks!

Jaclyn Morse

By Jaclyn Morse

Lease A Copier Guide