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How to dispose of confidential papers correctly

How to dispose of confidential papers correctly

What are the risks of improper document disposal

Best practices for secure document disposal

Make secure disposal of sensitive documents a habit
Worklife Coach Pointing

Worryingly, data breaches and identity theft are on the rise globally, often originating from poor conduct regarding something as simple as discarding documents improperly.

Whether personal or business-related, sensitive information can easily find its way into the wrong hands. Once those hands have access to this information, financial fraud, legal consequences and even reputational damage are often the result.

For both individuals and businesses, secure document disposal is a hugely important procedure to protect confidential data and ensure compliance with GDPR regulations.

The solution to eliminating these worries? It’s simple really; use a high-quality shredder. Shredders efficiently destroy sensitive papers and leave the documents unreadable, meaning no sensitive data can be leaked.

As a trusted name in document security, here at Fellowes we have produced this guide to aid individuals and businesses on reliable and efficient shredding solutions, to help safeguard your data and maintain compliance.

What are the risks of improper document disposal

Improperly discarded documents pose a significant security risk. Criminals can retrieve sensitive information easily by searching through general waste and recycling bins, allowing the opportunity for identity theft, financial fraud or corporate espionage.

A study from leading global financial infrastructure and data provider LSEG showed that identity theft affects millions globally each year. Fraudster's exploit discarded bank statements, employee records, and confidential contracts and the financial toll of this crime is immense, with losses reaching $52 billion in 2021 alone. However, its most devastating impact lies in the long-term impact it leaves on its victims.

Stat Infographic: $52 billion – The cost of identity theft in 2021

There have been multiple high-profile cases regarding improperly disposed of documents. These instances have led to leaked business strategies and legal issues for companies failing to adhere to GDPR and data protection laws.

Many individuals fall foul to one very common mistake when disposing of sensitive documents, and that is that they tear it up, or even worse, throw the entire document into a recycling bin. The reality is that without proper shredding, your sensitive data is at huge risk of finding its way into the hands of those who wish to use it for improper purposes.

Mitigating these risks requires education and investment in secure shredding solutions. That way, you can be sure that any confidential information is destroyed and of no use to anyone

$52 billion – The cost of identity theft in 2021

Best practices for secure document disposal

Having established the importance of disposing of sensitive information, we want to help you by providing a step-by-step guide to secure document disposal, and how to do so effectively:

Identify confidential documents

It is important to understand that not all documents require shredding, but any containing any of the following should be once they are no longer of use:

  • Financial records
  • Customer details
  • Employee data
  • Legal contracts
  • Internal business information
Financial records

Financial records

Customer details

Customer details

Employee data

Employee data

Legal contracts

Legal contracts

Internal business information

Internal business information

Educate yourself on the different DIN security levels in shredders

DIN levels indicate the strength of security based on shred size. Ranging from DIN P-1 to DIN P-7, a higher number corresponds to smaller shred sizes and enhanced security.

For example, a DIN P-1 shredder produces strips of 5.8mm shreds of approximately 4 x 12mm, while a DIN P-7 shredder reduces documents to ultra-fine 0.8 x 5mm particles, equating to around 15,000 pieces per A4 sheet. And the smaller the particles, the higher the security.

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Choose the best shredder for the job

You know everything about DIN security levels, now it’s time to consider how different shredders provide different cut types.

Strip-Cut
Shredder Strip Cut Example

DIN P-1 & P-2
36 strips per A4 sheet

Basic ▶

For example, strip-cut shredders are ideal for non-sensitive papers as it cuts the document into long strips.

Cross-Cut
Shredder Cross Cut Example

DIN P-3 & P-4
≥ 300 particles per A4 sheet

Higher ▶

Cross-cut shredders are a step up in security level, shredding documents into small, confetti-like pieces.

Mini-Cut
Shredder Mini Cut Example

DIN P-4
≥ 1000 particles per A4 sheet

Advanced ▶

Mini-cut shredders provide enhanced security beyond cross-cut and are suitable for secure destruction of documents like account numbers and invoices while significantly reducing the volume of paper waste.

Micro-Cut
Shredder Micro Cut Example

DIN P-5
≥ 2000 particles per A4 sheet

Superior ▶

Micro-Cut shredders take security up another level by turning documents into tiny particles. They’re a great option for confidential documents like balance sheets, strategic documents and patents as the paper particles are virtually impossible to reassemble and read.

High Security
Shredder High Security Example

DIN P-6 & P-7
≥ 6000 strips per A4 sheet

Maximum ▶

Finally, the high security level shredder option. These shredders turn paper into tiny particles, up to 6000 per A4 sheet, and are up to 40x more secure versus cross-cut. Government approved and suitable for top secret or classified documents, our high security models offer the ultimate protection. In fact, they’re capable of turning paper into dust. 

Rest assured; Fellowes has various versions of each of the above products available to ensure you have access to purchasing the best shredder for your situation.

The safe disposal Steps for all documents

  1. Sort and categorise documents based on your specific retention policies.
  2. Select the appropriate Fellowes shredder based on your security requirements.
  3. Dispose of the shredded paper responsibly, considering your business recycling policy along the way.

Multi-purpose shredding and additional security guidance

Beyond their use for shredding paper, Fellowes shredders can also help you effectively destroy other sensitive items, such as credit cards and confidential digital media such as CDs and DVDs.

Use secure bins to store any documents before shredding and establish a routine shredding schedule in your office to prevent documents from piling up, as this may leave you with a higher chance of some documents slipping through the net.

Following each of the above steps will help you as an individual or business effectively and efficiently protect sensitive information, making sure that compliance and security are the highest priority.

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Make secure disposal of sensitive documents a habit

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If you are not already, it’s time to make shredding confidential documents an essential part of your security routine.

Whether you are a business which handles sensitive customer data or an individual protecting personal information, secure disposal is key to preventing fraud, identity theft, and compliance risks.

At Fellowes, we offer a range of high-quality shredders, designed for various security needs - whether for occasional home use, home office and deskside, small office and office & departmental purposes.

With advanced features like strip-cut, cross-cut and micro-cut technology, Fellowes shredders provide peace of mind and compliance with data protection laws.

Be sure not to leave your confidential information at risk. Take control of your data security today and find the perfect solution for your protection needs.

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