Reclaiming Your Space: A Guide to Managing Expired Files
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Is your facility feeling increasingly cramped, with limited available space? It may be due to a growing number of boxes filled with expired files that are gradually taking over and stealing valuable space. If it’s become all too convenient to place expired files into a box and add it to the ever-growing stack in a remote storage room, you should know that you don’t need to sacrifice valuable space to file storage. In fact, it’s not advisable to do so.
Storing Expired Files
Files expire when they pass the retention criteria specified by state and federal privacy laws for your specific type of business, whether it be financial, educational, medical or another field. Storing expired files creates several risks, such as:
- Keeping information longer than necessary exposes it to potential unauthorized access, loss or theft.
- Breached information could lead to a damaged reputation, fines or legal disputes.
- Retention dates must be followed for your company to remain compliant with privacy laws.
- Storing expired files can be costlier than properly dealing with them.
Dealing with Expired Files
Files that have reached their retention date should be promptly destroyed in accordance with privacy laws to ensure the information cannot be accessed or reconstructed. Among the various methods for destroying expired files, shredding is widely regarded as the most effective approach. Here are a few shredding options:
1. One-Time Shredding
Many professional shredding companies offer the option to drop off your files for secure shredding, known as one-time purge shredding. This method is convenient because:
- You can schedule the purge at your convenience.
- There’s no need to wait until you accumulate a substantial amount of material to shred.
- The drop-off process ensures the secure handling of your files and information.
- You receive a Certificate of Destruction upon completion, offering written proof of compliance with privacy laws.
2. Scheduled Shredding
To prevent the accumulation of boxes of expired files, consider shredding files on a regular basis when they approach the end of their retention period. Regular purging keeps your file cabinets free from outdated and redundant files, enhancing your business’ efficiency. In the process, you can add everyday discarded papers to be shredded, maintaining a clean workspace and reducing the risk of information breaches. A scheduled shredding service offers the following benefits:
- Regular shredding pickups eliminate the presence of unused files and information.
- There’s no need to schedule a pickup or spend time taking files to a drop-off shredding location.
- Secure and convenient collection containers are provided for discarded files and papers, ensuring the confidentiality of sensitive information.
- You receive a Certificate of Destruction upon completion of the shredding job.
- A professional shredding company can come to your location to swap out collection bins, whether it’s for commercial shredding or residential shredding
Don’t let expired files continue to clutter your business or home. Choose the type of shredding service that suits you best!
Wiggins Shredding provides both one-time and scheduled shredding services. We have four convenient drop-off shredding locations, along with scheduled Tear Fests. Give us a call at 610-692-TEAR (8327) or complete the form on this page so we can help you determine the shredding service that best suits your needs.