Proper shredding is crucial for maintaining security, ensuring compliance, and decluttering your office. Here’s a comprehensive checklist to guide your shredding process, inspired by the professional services and expertise of Proshred®.

 

Items to Shred

Not every piece of paper needs to be shredded, but most items that contain sensitive or confidential information should be destroyed. Use this list to identify the key documents and materials that should go into your secure shred bin:

Business & Financial Records

  • Bank statements and canceled checks 
  • Payroll records and employee files 
  • Financial statements (profit/loss reports, tax documents, etc.) 
  • Receipts, invoices, and purchase orders 

Customer & Client Information

  • Customer orders and shipping labels 
  • Contracts, agreements, and sales records 
  • Printed emails or correspondence containing sensitive details 

HR Documents

  • Old employee records (e.g., resumes, disciplinary reports, termination records) 
  • Insurance forms 
  • Benefits enrollment documents 

Identification Documents

  • Expired photo IDs (driver’s licenses, employee badges, passports, etc.) 
  • Copies of Social Security numbers or personal identifying records 

Proprietary Business Information

  • Marketing plans 
  • Trade secrets and research data 
  • Outdated strategy files or meeting notes 

Other Miscellaneous Items

  • Manila and colored file folders (excluding “army green” or unnatural-coated ones) 
  • Notebooks, memos, and sticky notes with confidential information 
  • Checks, payment logs, and outdated account records 
  • Outdated promotional materials with sensitive information 
  • Old hard copy forms such as sign-in sheets containing personal information 

 

Items That Should Not Be Shredded

To ensure smooth shredding and avoid damaging equipment, some materials should not go into your shredding bin. Be mindful of the following:

Electronic Devices and Non-Paper Items

Batteries, USB drives, CDs, DVDs, and hard drives need special destruction processes.

Plastic and Metal Objects

  Three-ring binders, plastic binders, and large metal clips. (Paper clips and staples are fine for Proshred® systems.)

Recyclables

Cardboard, newspapers, and magazines should go to regular recycling bins unless they contain sensitive information. 

X-rays and Films

These require specialized destruction services due to chemical content.

Wet or Contaminated Paper

Damaged materials should be disposed of differently to prevent issues during the shredding process. 

 

Steps to Ensure Secure Shredding

  • Collect Sensitive Documents Safely: Use Proshred‘s secure shred bins to house confidential papers until pickup. The bins are tamper-proof and easily accessible for employees. 
  • Work with a Certified Service: Proshred’s NAID AAA and ISO 9001 certifications guarantee the highest level of security and compliance with data protection regulations. 
  • Schedule Regular or On-Demand Service: Set up ongoing shredding services with Proshred® or arrange one-time purges for a large volume of documents. 

 

Benefits of Using Proshred® Services

  • On-Site & Mobile Shredding: Watch your documents being destroyed in the secure mobile shredding truck for complete peace of mind. 
  • Compliance with Regulations: Stay compliant with legal standards such as GDPR, HIPAA, and FACTA by ensuring proper data destruction. 
  • Environmentally Friendly Practices: Proshred® recycles 100% of shredded materials, so your business contributes to sustainability. 
  • Customizable Solutions: From drop-off shredding to product destruction, Proshred has services to fit your needs. 

By following this comprehensive shredding checklist, you can protect your business from data breaches, maintain compliance with laws, and streamline your document disposal process. Remember, shredding goes beyond just clearing clutter—it ensures the safety of your business and its stakeholders.

Contact Proshred® today to get secure shredding solutions tailored to your business needs!