Top Security Tips for Document Destruction

Let’s face it—most of us worry about digital security far more than we worry about the paper trail we leave behind. But the truth is, data breaches don’t always happen online. Sometimes, sensitive information slips through the cracks because someone tossed an old contract or medical form in the trash instead of shredding it properly.

If you’re running a business—especially in healthcare, legal, or finance—you know just how critical secure document destruction is. But even if you’re not in a heavily regulated industry, protecting your customers’ and employees’ information should still be a top priority.

Here are some real-world, common-sense tips that we share with our clients every day to help them keep their document disposal secure.

1. Don’t Let Papers Sit Around

This one’s easy. If old files are collecting dust on desks, in drawers, or stacked near the copier, you’re inviting problems.

One of the simplest ways to tighten up document security is to shred as you go. Instead of saving shredding for “later,” make sure you have locked shred bins in convenient areas. That way, people can drop documents in right away—no hesitation, no forgetting.

2. Shred More Than You Think You Need To

Think about it: invoices, resumes, contracts, onboarding documents, meeting notes… there’s a lot of information floating around that could do harm if it got into the wrong hands.

When in doubt? Shred it.

It’s better to be a little overprotective than to have to explain how a vendor payment spreadsheet ended up in the recycling bin.

3. Get Everyone on the Same Page

One of the most overlooked parts of document security is team training. You might have a great shredding process in place, but if no one knows what the process is or why it matters, it’s not going to work.

Spend a little time with your team reviewing:

• What types of documents should always be shredded

• Where your secure bins are located

• How the pickup schedule works

And make sure new hires get the same info. This isn’t something to assume people know.

4. Work With a Certified Shredding Partner

This one is big.

Office shredders are fine for basic use, but if you’re handling sensitive data or working in a regulated industry (like healthcare, finance, or education), you need professional help.

Look for a provider that’s NAID AAA Certified—that means they follow strict security protocols and provide:

• Locked bins

• Background-checked drivers

• GPS-tracked trucks

• Certificates of Destruction

• Chain of custody documentation

At Paper Recycling & Shredding Specialist, we’ve helped businesses across Southern California stay compliant with HIPAA, GLBA, FACTA, and CCPA. We know what auditors look for—and we make sure you’re covered.

5. Stick to a Shredding Schedule

Shredding once a year might feel like you’re being proactive, but in reality, documents pile up fast—and risks grow the longer they sit.

A recurring schedule (weekly, biweekly, monthly—you name it) does a few important things:

• Keeps your file areas clean

• Prevents security gaps

• Helps employees develop good habits

• Reduces the chance of missing something

Consistency matters.

Helping You Stay Secure in Southern California

Whether you’re in Pomona, LA, Orange County, San Diego, Riverside, or anywhere else in SoCal, our team is here to help you lock down your document disposal—without disrupting your workflow.

We’ll customize a plan that fits your needs and your compliance requirements.

Final Checklist: Are You Covering Your Bases?

Here’s a quick list we recommend to all of our clients:

• Do you have secure, locked bins on-site?

• Are your employees trained on what to shred?

• Do you partner with a certified shredding company?

• Are your pickups scheduled consistently?

• Do you receive Certificates of Destruction for compliance?

If you said “no” to any of those—or you’re not sure—let’s chat.

Ready to Tighten Things Up?

We’re not just a shredding vendor—we’re a partner in helping you protect your business, your people, and your reputation. If you’d like to talk about your current process or set up your first recurring pickup, we’d be happy to help.