Shredding inefficiencies: waste management not money

Driving efficiencies to generate cost savings is a key message resonating throughout government departments, especially post spending review. Reducing both direct and indirect costs will result in re-evaluation of operating procedures throughout central and local government. A significant part of many departments’ costs will be the shredding and disposal of confidential information.

Data Protection Act
In the UK, the only legislation that covers the disposal of confidential documents is the Data Protection Act, which states that there are a number of legal obligations protecting personal information about individuals. The Act specifically applies to the processing of personal data, as opposed to particular people or organisations. Therefore, in broad terms, if you use, disclose, retain or destroy information about an identifiable living individual then you must comply with the Act.

Regulated by the Information Commissioner’s Office (ICO), the Data Protection Act has eight principals of which two apply specifically to the disposal of personal information. It states that personal data shall not be kept for longer than is necessary and appropriate organisational measures shall be taken against unauthorised or unlawful processing of personal data. The ICO has powers designed to ensure compliance with the Act, which include criminal prosecution, non-criminal enforcement, audit and the power to serve a monetary penalty notice of up to £500,000.

Therefore, the disposal of confidential documents needs to be taken seriously, especially in the public sector where personal information is handled on a daily basis. By following straightforward steps in the appointment of the right document shredding supplier, government departments can not only save money but also have peace of mind that confidential information is securely disposed.

The right supplier
Many government departments operate from offices across the country. In the first instance, therefore, best practice is to take advantage of buying power by seeking out a shredding supplier that can offer a single source agreement for multi-sites. Before any formal agreement is entered into, the shredding supplier should offer a free business review that includes a full proposal of the current and proposed situation. To ensure that the shredding service remains competitive and as efficient as possible, it is recommended that regular reviews are undertaken throughout the duration of the service agreement.

A key consideration during the procurement process is security and a shredding supplier should operate to ISO9001:2008 incorporating BS EN15713:2009, the European standard for the destruction of confidential information. Before appointing a supplier it is crucial to validate these accreditations and confirm how they will keep information secure prior to the shredding process.

An accredited supplier will provide locked secure consoles or bins that are strategically located and vary in size according to requirements. In addition, confidential shredding bags should be supplied, to ensure any additional information is kept secure. These bags should feature a peel and seal lip, and have the ability to be shredded and recycled along with confidential information. The customer service operators who handle the confidential information collections should be uniformed, carry identification and have been vetted to BS7858, a ten year background check.  

The single largest cost when using a secure shredding service is the placement of the consoles and frequency with which they are emptied. As a result, it is important to find a provider that can offer good customer service and a degree of flexibility with the methods of confidential document destruction.

Methods of destruction
There are two main methods of document disposal; on-site and off-site. Both of these offer the customer different benefits.

On-site shredding is carried out by mobile shredding trucks which travel to the customer’s premises to shred documents. An accredited provider will allow the customer to witness the shredding process and at the end present a certificate of destruction which is confirmation that the information has been shredded. Once the information has been shredded it is compacted into the back of the truck and the paper is baled and sent for recycling.

The main benefit of on-site shredding is that it offers the customer peace of mind that all confidential documents are destroyed before the operator leaves the premises.

Off-site shredding involves a different process and is better suited to larger or one-off consignments. Customer service operators remove the confidential information from the consoles, bags or locked bins into a secure vehicle. Prior to leaving the site, the operator will provide a certificate describing exactly what has been removed. Within 24 hours of collection, the information is shredded via large industrial shredders, baled and dispatched for recycling. A certificate of destruction is subsequently issued.

Regardless of the method put into place, it is important, particularly in the public sector, that the environmental impact of the shredding service is also taken into consideration.

Environmental implications
Reducing the environmental impact is not just limited to the recycling of the baled paper but also the delivery of the service. For example, using a supplier that can offer the latest mobile shredding trucks, not only ensures fewer vehicle emissions but delivers maximum throughput to reduce the operating time on-site. Remote engine start-stop allows the operator to switch off the truck whilst they collect more information from around the site too. Furthermore, it is worth identifying a supplier that has off-site plants that use electric motors because these run at very low amps in comparison to traditional industrial shredders.

Industry best practice mandates that all baled paper should be sent to UK or European paper mills for recycling. A reputable supplier should be able to comply with any specific recycling requirement that contributes to a corporate social responsibility obligation. However, the main driver for procurement in the public sector will be genuine cost savings.

Driving efficiency
Combining central and local government departments to source a single agreement that incorporates multi-sites is the most cost effective way of delivering a secure shredding service. Committing to scheduled services offers a stronger negotiation position, as the document shredding supplier will be able to provide cost savings based on regular paper sales.

Contracting a supplier that will constantly suggest ways of improving the service is important when driving efficiencies. For example, a supplier whose mobile shredding trucks feature legal for trade scales will be able to monitor the amount of paper the customer produces. This information can be used to determine whether the service level is correct or if more consoles are required or collections are too frequent.

Whilst cost is always a primary consideration, of equal importance should be the ease of service management. The ability to view service reports, future schedules and request additional ad-hoc services online undoubtedly saves time. As does a supplier that provides a dedicated account manager familiar with the service.

These simple improvements to a secure shredding service can drive significant cost reductions. However, when undertaking such an exercise it is important to remember that using a specialist confidential document destruction company is the simplest way to ensure confidential waste is disposed of in a controlled and compliant manner.

About The Shredding Alliance
A number of the UK’s leading independent document shredding and recycling companies have united to establish The Shredding Alliance (TSA), a unique service proposition that aims to deliver improved customer experience, increased response times and better value for money to government organisations.

Created by well established companies in the industry, TSA management team has in excess of 100 years’ combined experience. Formed in response to customer feedback, TSA is committed to providing national coverage but with all the benefits of working with a local service provider. With independent depots located in strategic locations, from Scotland through to the South East, TSA guarantees a cost effective and nationwide service with rapid response times.

Offering both on-site and off-site secure shredding services, on a scheduled and ad hoc basis, TSA ensures a highly flexible approach to single source agreements. Considering the importance of the environment in document shredding and recycling procurement, TSA only uses the latest mobile shredding vehicles with minimum environmental impact and off-site plants which benefit from energy efficient shredding technology.

Servicing multi-site contracts on a single source agreement, TSA can help streamline the procurement and management of secure document shredding and recycling contracts. All contracts are closely managed by a single point of contact and dedicated account manager, ensuring consistency of communications at all times and only the highest service levels.  

Working to the highest industry standards, all TSA document handling operatives have been fully vetted to BS7858 and all service suppliers operate to ISO9001:2008 incorporating BS EN15713:2009 – the European standard for the destruction of confidential information.

For more information:
Web: www.theshreddingalliance.co.uk