Understanding the Costs of Document Shredding for Your Business

In this article, we’ll break down the factors that influence paper shredding costs and help you understand the options available for your business.

Types of document shredding services

Before diving into the costs, it’s essential to explore the different types of document shredding services available. Each service type comes with its own set of benefits and cost structures:

1. Onsite shredding: This service involves a shredding company bringing a mobile shredding truck to your location. The documents are shredded on the spot, offering a high level of security and convenience. This is ideal for businesses that need to ensure their documents are destroyed before leaving the premises.
2. Offsite shredding: In this option, documents are collected from your location and transported to a secure shredding facility for destruction. This method is typically less expensive than onsite shredding and is suitable for businesses that can trust their documents to be transported securely.
3. Drop-off shredding: With this service, you take your documents to a shredding center and pay based on the weight (per pound) or volume (per box) of the paper to be shredded. This can be a cost-effective option for individuals or small businesses with smaller quantities of documents.
4. Scheduled shredding: This recurring service involves a shredding company providing secure bins for your documents, which are collected and shredded on a regular schedule. This option is convenient for businesses that regularly handle confidential documents and need ongoing shredding services.

Factors affecting document shredding costs

The cost of document shredding can vary widely based on several factors. Understanding these factors can help you choose the most cost-effective service for your needs:

1. Quantity of documents: The more documents you need to shred, the higher the cost will be. Shredding companies often charge based on the volume of paper, making it crucial to assess the amount of paper you need to dispose of.
2. Shredding method: Onsite shredding is usually more expensive than offsite shredding due to the added convenience and security it offers. Drop-off shredding may be the most cost-effective option for small quantities, while scheduled shredding can be economical for regular needs.
3. Frequency: If you require regular shredding services, companies may offer discounts for recurring appointments. Scheduled services can often be cheaper in the long run compared to multiple one-time shredding sessions.
4. Location: The cost of shredding services can vary depending on your geographical location. Areas with higher demand or fewer shredding service providers may see higher costs. Additionally, the number of locations a company services can impact the price.
5. Paper weight and size: Some companies charge extra for heavier or oversized paper. It's important to check if the shredding service has specific guidelines on paper types to avoid unexpected charges.
6. Additional services: Some shredding companies offer extra services such as electronic media destruction, storage, or recycling. While these services can increase the overall cost, they may provide added value and convenience.

Estimating How Much Paper You Have to Shred

To estimate how much paper you have to shred, start by counting the number of boxes or file drawers filled with paper, as these are common storage units for documents. Standard banker boxes hold around 2,500 to 3,000 sheets of paper, while a typical file drawer might contain roughly 1,500 to 2,000 sheets. For a more precise estimate, you can measure the height of a stack of paper; one inch of paper is approximately 200 sheets. Consider the types of paper as well, since thicker or heavier stock paper, like cardstock or bound reports, will affect the overall count. Reviewing past records of paper usage and retention schedules can also help estimate the volume. Lastly, factor in any non-paper materials like staples, paper clips, or binders that might need to be removed prior to shredding, as these can impact the weight and handling requirements.

Iron Mountain Shredding Pricing

Iron Mountain is a well-known provider of document shredding services, offering a range of solutions tailored to various budgets and needs. Their pricing structure is designed to be flexible, catering to different preferences and quantities.

Bulk One-Time Shredding: You have the option to choose between offsite and onsite shredding. This is particularly useful if you have a large volume of documents to dispose of at once.

Recurring Shredding Services: For ongoing needs, the pricing depends on the number of bins or consoles you require and the frequency of pickups. This option is ideal for businesses that generate a steady stream of confidential documents.

Tips for cost savings

Reducing the cost of document shredding without compromising security is possible with a few strategic approaches:

1. Regularly purge unnecessary documents. By routinely cleaning out old or unnecessary documents, you can reduce the volume of paper that needs shredding. This not only lowers costs but also helps maintain better organization.
2. Consolidate shredding. Waiting until you have a substantial quantity of documents to shred can help reduce the frequency of service, saving money in the long run. Consolidation is particularly useful for businesses that do not need constant shredding services.
3. Opt for offsite shredding. Offsite shredding is generally more cost-effective than onsite shredding. If your documents do not need to be destroyed immediately, this can be a viable option.
4. Set up a recurring shredding service. Regularly scheduled shredding services are typically more economical compared to multiple one-time shredding sessions. Establishing a consistent shredding schedule can lead to significant cost savings.

The Importance of Document Security

While it’s essential to consider the cost of document shredding when evaluating various service providers, the primary focus should always be on security. The expense of shredding documents might seem significant, but it is minimal compared to the potential costs and ramifications of a data breach.

A data breach can lead to severe consequences, including financial loss, legal penalties, and damage to an organization’s reputation. Ensuring that sensitive information is properly destroyed is a critical step in mitigating these risks. By investing in reliable shredding services, businesses can protect themselves from potential threats and maintain the trust of their clients and partners.

Conclusion

Understanding the factors that influence document shredding costs and the available options can help you make informed decisions for your business. Whether you choose onsite, offsite, drop-off, or scheduled shredding services, it’s important to select a provider that prioritizes security and offers a pricing structure that aligns with your budget.

By regularly purging unnecessary documents, consolidating shredding sessions, opting for cost-effective shredding methods, and setting up recurring services, you can effectively manage your document shredding costs. Remember, the primary goal is to protect sensitive information and ensure the security of your business, making the investment in document shredding a worthwhile consideration.