Guide to Shredders

With identity thieves and other untoward characters lurking about, one of today’s most popular pieces of low-tech equipment for small businesses is the simple office paper shredder. Tossing out billing or credit card information, blueprints for new product innovations, secret recipes for restaurant specialties, customer account information or potential merger/acquisition documents can leave you or your business open to sabotage or identity theft Paper shredding can help. If competitors get their hands on certain documents, you could lose your competitive edge, and if thieves get hold of account numbers, they can rack up charges quickly. Keep your company and your customers safe with a simple paper shredder, which can:

1. Protect trade secrets.
2. Reduce the threat of identity theft.
3. Prevent leaks of an impending sale or acquisition.
4. Keep sensitive information from employees.
5. Protect payroll data.
6. Protect customer and employee information.

Action Steps
The best contacts and resources to help you get it done

Are there legal requirements regarding paper shredding?

Under the Fair and Accurate Credit Transaction Act (FACTA), the federal government requires that businesses destroy all documents containing consumer information in order to avoid unauthorized use of the information. To be in compliance with the law and to avoid penalties, you should use a paper shredder on all documents containing customer information.

I recommend: Get the facts about FACTA and how it applies to your business at PrivacyRights.org.

Go with office-grade or industrial shredders

Not all shredding machines are created equal. Small, personal paper shredders clog easily, so unless you're running a one- or two-person business, opt for an office-grade paper shredder. These models boast bigger motors that let you and employees shred more items for longer periods of time. For heavy-weight paper shredding needs, consider a heavy-duty industrial shredder. Crosscut paper shredders are especially effective.

I recommend: Get tips on choosing the right model from SecureShredders.com or a list of features, suppliers and buying tips at the eBay paper shredder buying guide.

Different materials, different shredding machines

The type of shredding machine you choose depends on the materials you need to shred. If you're only going to be shredding paper documents, a basic model will suffice. If you'll be shredding CDs, videocassettes or other materials, you'll need a specialty shredder designed for those materials. For the destruction of products, such as computer hardware and telephones, you'll need a product destruction shredder.

I recommend: Find data destroyers that shred CDs and key tapes at WhitakerBrothers.com and find a product destruction shredder at AlleghenyShredders.com.  Cross cut shredder models are also available.

Volume to be shredded

The volume of materials you'll be shredding also plays a part in your choice of shredding machine. If yours is a document-driven firm, select a paper shredder that can handle high volume, like an industrial shredder or high-end cross cut shredder. To prolong the life of your shredder, choose one that can handle a higher capacity than you actually anticipate.

I recommend: OfficeDepot.com lets you search their paper shredders by volume, including light-duty, medium-duty and heavy-duty options.

Paper shredder throat size varies

To find the right paper shredder, consider the width of the documents you'll be shredding. If you deal in bulky computer printouts, you'll need a paper shredder that has a large throat size - basically a wider opening. Most shredders have a throat size between eight and 12 inches, but they can go beyond 20 inches.

I recommend: For a listing of shredders by throat size, visit MySimon.com. 

Confidentiality concerns

Depending on the sensitivity of the materials you shred, you can choose a shredder that simply cuts paper into long ribbon-like strips, one a crosscut paper shredder that cuts both lengthwise and widthwise, or a model that cuts into more than 1,000 particles. Ribbon-cut strips are the easiest to piece together so if you're super-concerned about security, select a cross-cut model. Unless you're dealing in top-secret military contract work, you can get by with a cross-cut shredder.

I recommend: WhitakerBrothers.com offers a full range of shredding machines, including low-volume personal paper shredders, industrial shredders and high-security crosscut paper shredders.  Business.com lists suppliers of paper shredders and other paper processing machines, as well as other document finishing solutions.

Tips & Tactics
Helpful advice for making the most of this Guide

• Avoid paper jams by emptying the waste receptacle often. Some shredders come with an indicator to alert you when the receptacle is full.
• To keep your shredder working properly, clear the dust that builds up in the blades and oil the cutting tools from time to time. With a cross cut shredder, be sure to follow the maintenance instructions.
• Don't delegate the shredding of your most sensitive documents to entry-level employees. Choose a trusted senior-level professional, or do it yourself. Even the most effective cross cut shredder can't protect information on documents that are still intact.
• Implement a strict policy regarding shredding and stress the importance of it to all employees.
• Make sure to properly train anyone doing any shredding, whether with a basic cross cut paper shredder of a powerful industrial shredder.
• Don't shred the manual! A crosscut paper shredder, for example, might offer features not immediately apparent.

The official source of Shredders is the Paper Shredders page at Business.com