Safe and Sound

However, having the term "secure" or "confidential" in a company’s name does not guarantee that a shredding firm operates safely and securely.

Some reports have asserted that some document destruction firms don’t always live up to their promise to provide secure services, with documents being improperly stored and shredded. And as competition heats up and prices decline, it becomes more daunting for companies to adhere to a "security first" attitude when customers often seek the lowest cost service.

ESCALATING CONCERNS

Despite the increased competition, the importance of security in the shredding business has escalated during the past few years, says James Sweeney, who operates InquireHire, a Davenport, Iowa, company that provides a range of background investigation services for businesses and organizations. Sweeney also runs his own shredding firm, Secure Document Destruction.

Sweeney says that many companies that enter the shredding business without an affiliation to the recycling or waste management industry can often prioritize security. For some companies that see the shredding industry as a natural adjunct to a recycling or waste management service, security issues may be secondary.

Simply shredding documents may not be enough to qualify a company as secure, Sweeney says.

"Many recyclers I have seen do the minimum amount of security needed," he says. For example, Sweeney says that some plant-based operations may leave unshredded paper in an exposed area of the facility where it can be taken.

Not everyone is as dismissive of the work of recycling companies who opt to expand into the secure shredding business.

"Recyclers must take a different approach, especially those who are already in the door with their recycling services," Hank Adema with Metro Comp Investigation, Chicago, says. "The first step is to differentiate completely the recycling and shredding side of the business. You have to parameterize the shredding side of the business, perhaps make it a division of the larger company."

KNOWING YOUR EMPLOYEES

The consensus among those in the shredding industry is that for a company to ensure security, it must begin by running background checks on its employees. Background checks, while often times localized, can also include more in-depth federal background checks.

Employee screenings may not be limited to a criminal background check. Drug screenings are a growing part of the background tests shredding companies are conducting.

"It is a cost to doing business, but it is an expensive cost to hire a guy," Sweeney says.

Several shredding companies say that these tests are conducted not only prior to hiring but also periodically during an employee’s tenure and are unannounced. Otherwise, a shredding company would need to depend on its employees reporting infractions.

While ensuring that employees meet the security criteria established by a shredding company is a big step, there are other measures to consider.

LIMITING ACCESS

Nate Segall with AccuShred, a Toledo-based shredding company, says having effective access control is another important step.

Installing fencing around the property, restricting access to areas of the operation and limiting an operation’s exposure to the general public may seem like simple, but necessary, steps for plant-based firms.

The National Association for Information Destruction (NAID) offers AAA Certification. It is the standard many companies use to demonstrate the security of their operations.

While a company does not have to be a NAID member to have a secure operation, Segall, who also is on NAID’s board of directors, says, "If you deal with a non-certified company, they basically make it up as they go along. We hang our hat on our certification."

AUDIT TRAIL

Shredding companies that want to obtain AAA certification from NAID or to ensure that their operations are as secure as possible can use a third party who can conduct an unannounced audit of an operation. An unannounced audit prevents a shredding company from temporarily retooling its operations.

One auditor notes that the first step with a plant-based operation is conducting a perimeter walkthrough of the building’s exterior, noting points that are not properly secured.

Inside the facility, the auditor confirms that the location where material is stored prior to shredding has increased security. Because material needs to be shredded within 72 hours to ensure that the plant meets NAID standards, the facility must be designed to prevent staged material from being outside of the most secure part of the facility.

A shredding operation, whether mobile or plant-based, should also keep in constant contact with its customers as a means of ensuring security. "We have to constantly remind customers of security issues," Sweeney says. For instance, some customers may neglect or forget to lock their containers, while others may leave documents exposed. "We have to have a baseline of security with our customers, though we have to be mindful of the security requirements for each customer," he adds.

ROAD-WORTHY SECURITY

While it may seem that the onus is on plant-based shredding companies, mobile shredding companies also have to be cognizant of security issues.

Several shredding companies note that a number of blind spots must be addressed. For instance, at a client that has multiple bins throughout its location, an employee could leave a container exposed. To help remedy this situation, secure shredding firms should provide constant employee training and place a consistent emphasis on following the proper procedures.

Mobile shredding companies should take other steps, too. A mobile operator should make sure that the vehicle itself is secure and road worthy and that the shredder is in working order and capable of meeting any defined standards. Employees who service accounts should have uniforms and identification badges. And as competition within the mobile shredding industry intensifies, more auditors recommend installing cameras on shredding trucks to record shredding activity.

These steps may be a simple and straightforward procedure for many, but repetition could result in a more slack approach to security. By constantly interacting with all parties in the chain, shredding companies can ensure the security of their services.

"It all comes down to having in place a policy and procedures manual," Segall says.