Document shredding is an essential task for those educated on the security risks of the modern world. It is easy and takes very little time to do, but can save your business years of wasted time on court cases and a lot of money. Below are a couple of reasons why shredding documents is a good thing to do, as well as some tips on how to do it most efficiently.

  • The first and most apparent reason to shred documents is to protect from identity theft. Each year, identity theft cases rise in number. Despite many security changes and increased protection, people are still very vulnerable to smart identify thieves who know how to game the system. One of the easiest ways for them to do this is by stealing a person’s mail and using their sensitive information to take out loans, credit cards, make purchases, and other things that can damage a person’s financial reputation.
  • The good news is that even a simple shredding process can virtually eliminate the identity thieves’ ability to make these things happen. If they cannot easily retrieve information, they will move on.
  • This brings up the issue of what exactly people need to shred to keep their identity safe. It is generally recommended to destroy any unwanted mail solicitations, bills, receipts, and bank and credit card statements. These are usually the items that identify thieves look out for, as they contain the exact information they need.

  • Picking the right shredder is a vital part of this process. For simple home applications, a primary shredder will do the trick. It is worth noting that the more complex the shred pattern is, the more effective it will be. The most basic shredders can sometimes put people at risk, as it is easy for identity thieves to piece the documents back together. Business owners have the great option of choosing a commercial document shredding service to do their shredding. These businesses are secure and will transport and dispose of all documents safely. This is an effective option for businesses with a high volume of sensitive documents.
  • Aside from being a positive thing for personal and business security from a possible identify thief, document shredding can also be good for the environment. Shredded paper is easy to get rid of and recycle. Many garbage services will pick this up and take care of everything.

Paper shredding services and the process.

Paper shredding services can be offered on the business premises or away from the business premises. The location of the shredding is all dependent on the resources and preferences of the business client. If the papers being shredded are a lot, they can be conveniently taken out of the business premises. If the business owner is not comfortable with the shredding taking place away, he or she can have someone from the company supervise the shredding and make sure all papers are shredded. If there is enough space on the business premises, then the massive shredding can take place on-site.

Shredding services at Record Storage Systems can include destroying business companies’ hard drives. A lot of information gets stored in these hard drives, and one way to make sure that a genius mind cannot retrieve them from a hard drive even in its ruined status is by doing hard-driving destruction which uses electricity. If the company wants to do the document shredding without external help, they can buy the shredders and get those that can accumulate a lot of shredded paper, thus making the process easier.

Advantages of outsourcing document shredding services

  • Outsourced document shredding guarantees safe document destruction

In-house document destruction procedures require the implementation of intricate document destruction policies. Destruction and disposal of documents and records also need to be logged so that you can avoid employee or company liability should something go wrong. With outsourced document shredding, the risks related to possible poor records destruction are absorbed by the service provider who usually has professional liability insurance cover to protect him from claims of document mishandling or privacy violation. With this in place, you as a business owner and your employee(s) are excluded from liability.

  • Outsourced document shredding helps you to save the planet

Most individuals as well as businesses have joined the quest to go green and save the planet. By outsourcing your document shredding requirements you will also contribute to this cause as most outsourced shredding services recycle the waste material.

  • Outsourced document shredding prevents employment fraud

Companies seldom hire a dedicated shredding employee. Instead the in-house operator is usually someone with a bit of spare time on their hands, and often they are different people, working unsupervised. This can pose serious risk as selling personal or sensitive business information is a great and relatively easy way to make money. Using outsourced document shredding services can significantly reduce the risk of employment fraud as records destruction always happens supervised and everything is documented; from the moment records are collected to when they are shredded and disposed of.

  • Outsourced document shredding is cost effective

You may think that ‘doing it yourself’ will save you and your business money, but the opposite is true. In-house shredding requires the purchasing of the shredders; these machines need to be serviced regularly and will also require repairs from time to time. Then you need to pay a staff member to operate the machine. And that can’t be just any employee. If it is highly sensitive documentation that needs to be destroyed, the person doing it needs to be fully trustworthy. When you outsource this, you don’t need to spend money on the actual machines, equipment upgrades, power usage and staff. The costs associated with outsourcing are generally only half of the cost of in-house shredding. Add to this the increased security, decreased liability and you will have a good idea of the advantages.

It is absolutely not right for a business to discard their paper documents by throwing them in a dumpster.These are just a few of … Read the rest

Read More

Corrective Action Software, also known as corrective and preventive action (CAPA) software, is designed to recognize, remove, and lower the odds of recurring adverse events. Adverse events have numerous causes: a manufacturing floor incident, an annual audit, or a customer complaint. Many situations such as these may initiate the corrective action process. Using a modern CAPA system provides companies with several benefits to their processes and error-rates.

Corrective Action Software Benefits

1. CAPA and Continuous Improvement

CAPA is a key element of the continuous improvement process. This process is a vital part of the Quality Management System (QMS), which is designed to consistent meet client requirements and improve their satisfaction with services rendered. Quality Assurance (QA) specialists are tasked with using corrective action software to address adverse events. Some specialists are instructed to take preventative measures to solve problems even before they start. With the continuous improvement process, a company collects quality-related data from all parts of the production and distribution cycles. This feedback from all services related to business operations provides the best chance for CAPA software to address as many discrepancies and adverse events as possible.

2. Selecting Workflow for Corrective Actions

An efficient CAPA software solution relies on the proper workflow type. Workflow is a system designed to keep business operations running smoothly and on schedule. Some businesses work best when their corrective action process is synced with a single workflow. Others use numerous workflow types and integrate them with different corrective action types. Many CAPA software solutions provide companies with the resources to switch between workflows depending on the events being assessed and handled. These systems can create different workflow solutions for safety events, manufacturing malfunctions, external audits, or customer complaints. This means that this software offers the type of flexibility to route workflow processes in the most optimized way available for each situation.

3. CAPA and Lower Cost of Quality

Measuring and handling quality costs can be a difficult and costly process. Manufacturing and other processes often have many complexities which drive up the costs of ensuring all services, equipment, processes and products pass quality control software checks. A highly-functioning CAPA system can greatly benefit an organization that wants to bring order to the data chaos impacting its operations. Efficient data management processes to precisely identify quality concerns very quickly in all phases of the production process. This is important because cost of quality increases significantly when errors or defects are identified when the product is close to reaching or has reached the customer, such as in global recalls.

4. Corrective Actions Integrated with Adverse Event Data

Entering the same data multiple time wastes work-hours, energy, and software resources that could be diverted elsewhere. CAPA software solutions allow organizations to integrate adverse events with their corresponding corrective actions whenever this is feasible. When associates enter adverse event data, the CAPA system can automatically incorporate information and highlight the most relevant corrective action forms to document and correct the original issue. This process creates a data history that analysts can trace and use in their periodic and auditing reports. Not only does this method save organizations time and resources, it also improves data visibility when it comes time to assess and report on past operational performance.

Image of Qualitech Logo




5. Conducting Investigations and Pre-Corrective Actions

Corrective action software solutions are great for ensuring consistent quality work and products, but not every problem necessarily requires such a corrective measure. Some organizations unintentionally create far too many corrective actions, which can severely limit business processes that may work better with more fluid business decisions. Corrective actions are best used to overcome system problems that are created by a significant adverse event. They should not be used to address minor discrepancies. As most events fall into the category of “minor discrepancy,” they should be immediately addressed and closed. A Corrective Action Determination or Corrective Action Investigation Record can be a very useful tool. These tools allow organizations to conduct “pre-corrective action” determinations to decide if problems should be immediately addressed or if more in-depth investigations should be initiated. Using the Corrective Action Determination process minimizes the amount of corrective actions flooding the CAPA system and saves employees valuable time in creating unnecessary corrective action forms.

Read More