Learn about your obligations concerning documents and information.
There are four major reasons for destroying documents:
Records that need secure destruction should include:
The decision to have materials destroyed at your location or our facility is completely yours. There are advantages to both mobile onsite and plant-based destruction services. When done onsite at your location, you are able to witness the entire destruction process and know for certain that materials are destroyed before we leave. Having the destruction completed at our facility is less disruptive to your normal business operations; we can load quickly, and there is no loud equipment, nor technicians traveling back and forth for a significant period of time. Your particular circumstances and preferences will dictate which service suits you best. If unsure which is better for you, we can certainly help provide advice. The most important aspect is that the service provider chosen has achieved NAID AAA Certification for the service to be provided. Norfolk Disposal Shredding is Certified for both mobile on-site and plant based destruction services.
All technicians of Norfolk Disposal Shredding must:
There are both Federal and Provincial laws that govern the use, disclosure and destruction of private and confidential materials that could allow the identification of individuals.
These are the current legislative acts that affect you. There will be more enacted in the future. Stiffer penalties and increased
notification requirements are expected.
Anyone who purchases an office shredder can do their own shredding. Shredding internally is far more expensive than contracting an outside source for the average business. In most cases doing the shredding yourself will be time consuming, inefficient, and adds significant dust or allergens to the business environment. It is generally noisy and disruptive and not cost effective. As well, there is a significant loss of office staff productivity and a decrease in moral while shredding.
A better quality office shredder purchased by small businesses will cost between $1500 and $2500. Many of the lower priced shredders are limited in the amount of material they can shred and they overheat quickly. Therefore, they rarely exceed their warranty periods when used frequently. We have examined a number of the shredders available on the market in the above noted price range and compared their costs for shredding documents using the shredder cost, specifications of the manufacturer and typical business labour costs versus our rates.
Based on a comparison of 50 bankers boxes of material to shred Norfolk Disposal Shredding can typically save your business 30% – 50% minimum by undertaking the shredding for you. (Note: this calculation did not even include the lost productivity of the staff member who was taken from their normal duties to do this tedious task, nor does it take into consideration that the employee should not be viewing some of the documents they are destroying).
All of our shredded materials are disposed of in the most suitable and environmentally friendly way. Our shredded office paper is hydro-pulped, removing all inks, and recycled into new paper products. We also endeavor to recycle all other materials where possible; cardboard, metal, plastics, wood, glass, and concrete. Our recycling program through Norfolk Disposal is quite extensive.
Our mobile and plant based shredding machines are capable of destroying:
The simple answer is “yes.”
BUT is this the right question? There are many types of bonding. Almost all provide no protection for you, the client, in the situations that you wish protection. And the bonding that does provide some coverage may have a very small limit, may have a conviction clause, may only pertain to tangible property, etc.
Thus, bonding is not generally the right solution. NAID AAA Certification, combined with Errors and Omissions Insurance, that covers employee dishonesty, and general liability insurance will provide you the protection you seek. Norfolk Disposal Shredding has all three for your protection.
No! Norfolk Disposal Shredding does not require clients to enter into contacts that establish a required period of tenure without cancellation options, nor do we insist on regularly, structured pick-up programs that our clients can not alter. However, the Information and Privacy Commissioner of Ontario (IPC) strongly recommends that everyone have a contract containing very specific provisions with their service provider. For this reason, Norfolk Disposal Shredding has available a service agreement that complies with every recommendation of the IPC. This agreement locks in Norfolk Disposal Shredding’s commitments and rates, and only requires in return, common sense from the client (for example, no hazardous materials). For your protection, this agreement is designed to comply with the best practices as outlined by the Information and Privacy Commissioner of Ontario. It also provides our clients the opportunity to change, or cancel any part of our service without penalty at your discretion. You can cancel the contract at any point should you so choose. We believe that we are in business to suit our client’s needs.
No! If you only have a few boxes to shred, we have three possible options for you:
Yes! Virtually every shredding company gives their customers Certificates of Destruction. You should always ask a prospective shredding company exactly what the Certificate represents, as it may be meaningless without the proper information recorded.
At Norfolk Disposal Shredding, our Certificate of Destruction establishes the following:
Our certificate ensures complete, secure, destruction of your documents and is NAID AAA Certification and IPC recommendation compliant.
The amount of time that you are required to retain your records will depend upon the type of business which you operate, the type of document, and legislative requirements. Many business and professions have industry-specific requirements so it is best to consult your attorney, accountant and retention planning specialist with regard to the legislative or professional requirements of your field. Norfolk Disposal Shredding can help you determine your destruction schedules and storage requirements. We will examine your existing operation, your storage and shredding needs and devise a plan with you that helps you ensure all aspects of file handling, file transportation, storage and destruction are addressed appropriately.
Yes! If you know the amount of material when you call us, we can generally estimate what the costs will be. If you can’t accurately give us the information, we will provide you with a guaranteed shredding rate by the banker’s box or equivalent. If you require a firm quote on a large amount of material we will visit your place of business and provide you with a free quotation on our services. Please contact us now for a price.
To save time and money, outdated files should be destroyed (purged) prior to your move at your existing place of business.
You can give us any materials bound in three-ring binders. However you will save some money (if your time is not an issue) if you remove the paper from the binders. We add a small fee to compensate for the extra time needed where binders are included. Although our machines are capable of destroying the metal bindings, it is our preference that we not shred metal in order to help prolong the life of our equipment.
The secure containers (consoles, totes, and EMCs) are provided free of charge if service is scheduled at least every 12 weeks.
Each of our containers holds a varying amount of material. The amount each holds is generally described in the containers section of the website. The amount of material that a container can hold is not only based on the expected weight given by the manufacturer, but by the type of material put in the container and the degree of packing.
If you decide that you want your materials shredded at our destruction facility, Norfolk Disposal Shredding is NAID AAA Certified for Plant Based Destruction. This means that we meet the most stringent regulations in the industry. A security audit has been conducted to ensure our compliance with these standards, and our facility is subject to random, unannounced security audits at any time. Furthermore, our policies ensure that your material will be securely destroyed.
Norfolk Disposal Shredding processes require that:
Within our service area we can work with businesses to establish schedules required to meet the requirements of those businesses that operate with branches in multiple locations.
We continually monitor your shredding requirements through our proprietary Usage Monitoring System. This allows us to suggest changes to your service frequency, or the number of containers that will result in cost savings for you and service efficiency for us. Norfolk Disposal Shredding firmly believes that it is in our best interest to save you money through the most efficient use of our services. We wish to build solid, long term relationships with our clients built upon trust. For this to happen, you need to know that we are looking out for your best interests, although it may reduce our revenues today. Should you wish a review of your usage of our prior services, you may call us at any time and ask us to provide you our Usage Monitoring Report and recommendations.
This matter was discussed under bonding but we want to reiterate that our coverage is not only liability and theft, but also includes errors and omissions, and commercial general liability insurance, as well as the rigid protocols established under NAID AAA Certification.
We do not insist on regular scheduled services if you do not need them. Initially we will discuss with you a suggested program based on your anticipated needs, or you can simply call us when you need service. Once you have been a regular client for a time, our computerized monitoring service will help us customize a service specific to your individual needs.
Yes! Norfolk Disposal Shredding provides services that can aid our clients in planning their shredding program, container services, retention programs, storage, and transportation.
Estimating the quantity of documents for destruction can be a tricky exercise. Our experience has shown that by quoting all services in a bankers box equivalent is the best method for most clients to determine how much they have. It is far easier to visualize a number of bankers boxes than to guess at a weight. However, not everyone stores their materials in bankers boxes. And even when you do store them in bankers boxes, there are many different methods the boxes can be stored. This may present quite a challenge to estimate the quantity with any degree of accuracy. However, we will do our very best to help you with this exercise given our experience. Please feel free to take pictures and send them to us at firstname.lastname@example.org for our assistance. If you have the materials stored in alternative containers, please do email or call us and we can convert the materials to a bankers box equivalent for you. If the work to be done is quite large, we can send a staff member to do a more accurate estimate for you.
A bankers box or file box has the standard dimensions of 12″ wide x 15″ long x 10″ high or 30.5cm x 38.1cm x 25.4cm. There are larger bankers files and storage boxes but these dimensions are the most common, most readily accepted, and the size we use when estimating document destruction.
Contact us and we will make every attempt to accommodate your request. We do not limit visits to a specific contracted schedule. Norfolk Disposal Shredding works with our clientele to provide the best possible service for your specific needs.
The cost of the service is dependent upon many factors. We’d like to give you a definitive answer here but unfortunately we cannot without asking several questions. Some of the factors that go into providing a quote are:
Just give us a call, and we will readily provide a quote over the phone and guarantee that rate for 30 days.
Norfolk Disposal Shredding serves clients throughout south central Ontario. Please refer to our service area map below or phone us if you have specific questions about your service needs.