Advantages And Disadvantages Of Paper Shredders
Last Updated on June 1, 2021 by Gabriel Goddy
Are you interested in getting a paper shredder? If yes, then it’s great that you’re here. We’ll be considering the advantages and disadvantages of using paper shredders. If after going through this guide, and the advantages outway the disadvantages, then it is safe to proceed in getting one for yourself.
An office that deals with a lot of printing and production of paperwork will have many waste papers that require dumping. However, getting rid of waste paper can be stressful more so if the papers are many and contain sensitive information. At times, you may make duplicate copies of a very sensitive document. The best way you can be sure that the information does not leak is by shredding the papers. A shredder machine is, therefore, a must-have for an office that uses a lot of paperwork
What Is A Paper Shredder?
The paper shredders are designed to slice the papers you do not need. It turns sensitive documents into unusable wastes.
How Do Paper Shredders Work?
It seems quite easy; paper shredders work by putting a paper in it. The little teeth eat it up. When the paper is done being chomped, it stops. There you are!
But when you actually get into the logistics, you can start to get lost. How does the machine know when the paper is in it? How does it know when the paper stops? Would it do the same thing to — say — my hair, if it had the chance?
Let’s get the basics down first, and talk about the smaller shredders we’re used to seeing around the office. Shredders usually either cut the paper into strips or confetti-like squares. The paper shredder itself usually consists of a receptacle or bin where the shredded bits of material land. The top of the bin is fitted with a lid where the paper is fed into a slot.
Strip-cut shredders may use rotating knives to cut the paper, while cross-cut shredders may use two sets of teeth that rotate in opposite directions to get a much smaller, square particle.
When paper (or another object) touches the cutting head, a sensor activates and the sharp teeth or knives rotate and pull the paper into their jaws until the paper lies pathetically in pieces in the bin. Keep in mind that there’s another set of sensors on the bottom of the lid; when the machine rests on top of the bin, it activates those bottom sensors, which then turn on the sensors that rotate the teeth.
In other words, the machine head must be firmly in place for the device to work properly, which is a fail-safe against it turning into a land-based “Jaws” before being properly in place. Even more helpful, a lot of shredders have an emergency shutoff feature that allows you to turn off the power to the teeth quickly.
Advantages Of Paper Shredders
There are many benefits of paper shredders, and some areas are highlighted below.
- Offers Instantaneous Shredding
shredded papers one of the benefits of having a shredding machine in your office is that you will be able to get rid of your waste papers immediately you realize you don’t need them. This means the shredder will be somewhere close to you such that you can shred the confidential document very fast. This will ensure you don’t involve a third party who will increase the chances of the information getting leaked.
- Offers Document Security
When you are working in an office that handles confidential, details of clients, you should ensure the information given should be protected and secured. At times, you print the client’s document, but it does not come out the way it is supposed to be. In such a scenario, the best way to destroy the information is by shredding the paper.
This way, you will be protecting the information given to you. On the other hand, some information may be too sensitive, and you may not want to be accessed by anybody. Shredding the documents will ensure the information does not leak.
- Reduced cost:
The shredder helps to minimize cost. It is more costly to hire a mobile shredding service but a shredder machine varies in price and one can be purchased at an affordable price.
- Promotes a Clean Environment
paper shredder clean environment is conducive for working and receiving visitors if it is a public office. If you handle a lot of paperwork. Too many waste papers will make the office look dirty and unkempt. However, with a paper shredder in your office, you will be able to get rid of the papers immediately you don’t need them. This will ensure your office remains neat and safe for work. Everyone desires a conducive environment to work in.
- Compliant with privacy laws
Everywhere in the world, there are active privacy laws to protect individuals’ data, and shredding paper helps you keep in compliance with the law. Therefore it is required to destroy documents with personal information before recycling them. A cross-cut or micro-cut shredder is a tool you can use to destroy and dispose of confidential documents safely.
- Readily available
Some businesses rely on a paper shredding service company that picks up their sensitive documents for shredding. But what if you want to shred a very important file right now? With a shredder around, you can immediately start shredding, and this gives you instant peace of mind.
- Increase in protection
The introduction of paper shredders eliminated the need to go for outside sources to take care of confidential papers. This has increased security because no information can go out of hand. The offices can use their shredders without the hassle of going out.
- Offers Reduced Size of Waste
If you can imagine the size of the waste you can carry if you have a whole bunch of waste papers you want to dispose of, then you will understand that the size will be too big to handle. However, with a paper shredder, you will be in a position to cut the papers into smaller pieces of waste. This will benefit you because carrying and transporting them for recycling will be very much easy and convenient. The small shredded papers will not take a huge space like the whole papers before they get shredded.
Disadvantages of Paper Shredders
An office shredder is no shortage of blades, cutting knives, and teeth moving at a few thousand RPM and it is usually placed in an easy-to-access area for people to use it. An office shredder cannot tell the difference between a paper and other items, such as:
- Stray clothing e.g. ties, blouses/ shirts
- Long sleeves
The disadvantages are:
- Time Consuming
The typical office shredder will boast a shredding power of between 3-5 sheets at a time, sounds acceptable but if one is shredding a 30, 50, or 100-page document will soon become a wearisome and time-consuming task.
Office shredder Manuals will have illustrated that staples, paper clips, or other tough bindings must be removed before shredding. Taking these out one by one and checking through pages and pages of paper for stray staples or clips is more time-consuming than one might think.
Why shred the documents you might ask?; The primary reason for shredding your documents should be to maintain confidentiality and security and ensure zero data breaches occur. Many standard budget shredders will cut paper into roughly 40-50 strips, which may seem like a lot, but it wouldn’t take a smart and determined criminal too long to re-assemble 50 strips of an A4 piece of paper and restore it to a legible condition.
Therefore by employing a registered Data Processor who is a certified shredding service professional to complete all your data destruction requirements; will not only free up employee time but eliminate the risk of a data breach and maintain the high-level confidentiality that you require.
- Paper jams
Paper shredders are notorious for paper jams, but the more expensive models have special features to prevent this from happening. To prevent a paper jam, never insert more documents at one go than is recommended by the manufacturer. If a paper jam occurs, most shredders have a reverse button to get rid of the jam. Other, more expensive shredders come with jam-proof technology. These shredders have strong motors that are strong enough to give a bit of extra power when you’ve jammed up your shredder. Read more about how to solve a paper jam.
It’s difficult to put a cost figure on the security of your information, which is why a professional, efficient and secure shredding service is always advised. The actual cost of an office shredder may initially appear as a cheap investment in comparison to the cost of the services of a certified, registered shredding service provider but from employing a Data destruction service provider you will have little or no employee down-time, guaranteed destruction of documents and 100% total piece of mind.
The shredding service provider removes the shredded paper material from the client’s location and transports the shredded material to the licensed waste recycling facility and off-loads the material as part of the cost.
The use of paper shredders is becoming more important than ever before. After all, a single bank statement in the wrong hands can give someone control over your account, something that a paper shredder can prevent from ever happening.