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                MyBinding Blog > paper shredding machine

                Why Paper Shredding is the Best Method of Data Destruction for Government Agencies

                July 13, 2023 by Lexi Williams

                Government employee using a GBC shredding machine to destroy paper.

                Government agencies handle vast amounts of sensitive information every day, so ensuring the highest level of data security is paramount. The digital age has ushered in the necessity for effective data destruction — the process of completely destroying data from paper and electronic media so that it is completely unreadable and cannot be retrieved or used by unauthorized persons.

                For government agencies, effective data protection requires robust data destruction equipment and methods to prevent potential breaches or unauthorized access. This article will focus on the physical data aspect; we will cover:

                • The types of physical data destruction methods
                • The most secure way to destroy physical data
                • Government requirements for shredders
                • Factors that determine the price of shredders
                • Best practices for secure data destruction

                Whether you work at a local, state, or federal agency, here are some key things you need to know to choose the best data destruction options for your organization.

                What are the Types of Physical Data Destruction Methods?

                Physical data destruction refers to the elimination of paper, cards, and hard drives that house sensitive information. There are different ways to eliminate this sensitive data, depending on the type you are working with.

                Shredding (for Paper, Credit Cards, & CDs)

                The most popular way to destroy sensitive documents is with a paper shredder. These on-site data destruction machines literally cut paper (and sometimes credit or other cards and CDs) into small pieces, called shred particles.

                When talking about the shred particles, there are three common options. Strip cut, cross-cut, and micro-cut. Strip cut has blades that cut straight down your paper, but not across the sheet, creating long strips that are not very secure. Cross-cut is more popular, as it cuts both directions of the paper to create more of a confetti particle, making it more secure. Micro-cut takes that one step further by creating particles that are cross-cut so small, they are nearly impossible to reconstruct – this is the kind of cut government agencies require for sensitive data. 

                You can determine the kind of cut you need by looking at two different specs: the shred size itself and the security level. Both of these will speak to the level of protection you are getting with one of these government shredders. All NSA/CSS approved and TAA-compliant shredders will feature this kind of cut.

                For government organizations and agencies dealing with highly sensitive paper, credit cards, ID cards, CDs, and more, shredding offers an excellent balance of security and practicality.

                Degaussing (for Hard Drives)

                Another well-known on-site data destruction method is degaussing, used for hard drives. Degaussers expose the storage media to a strong magnetic field that disrupts the magnetic domains where data is stored, rendering it unreadable. Degaussing devices are available in handheld “wand” versions or automated tabletop versions. They work well for any magnetic media, including hard drives from laptops, computers, copiers, and more. Once a hard drive runs through this process, it is unreadable and cannot be reused.

                Media Destroyers (for Hard Drives & SSDs)

                Similar to a shredder, a media destroyer involves physically destroying a storage device by crushing or pulverizing it. Hard drive destroyers, SSD destroyers, and multimedia shredders are some of the most common heavy duty equipment that is used to accomplish this task. 

                The Most Secure Way to Destroy Data for Government Agencies

                When it comes to paper and cards, shredding is the most secure method for government agencies. Using government-approved shredders and high security, NSA/CSS approved shredders ensure you comply with data deletion regulations and keep all information secure.

                What are the Government Requirements for Shredders?

                Government agencies deal with classified and sensitive information that requires the utmost protection, even in disposal. Therefore, government shredders must meet strict data destruction standards to ensure security and confidentiality. Some primary government requirements for shredders include:

                • NCA/CSS approval
                • Micro-cut shred size
                • Exceptional durability and reliability
                • Safe operation

                High-security paper NSA/CSS approved shredders are the gold standard for data destruction in government organizations. They meet the stringent requirements of these federal agencies and make data recovery impossible. 

                One NSA/CSS Approved brand is Fellowes, who provides the Powershed HS-440. The micro shred particles measure 1/32” x 3/16”, which meets NSA/CSS Specification 02-01 for a level P-7 security – the highest rating of shredder security. 

                Why Shredding is Essential for Government Agencies

                In an era where data breaches and cyber-attacks are rampant, the secure disposal of data is instrumental in keeping sensitive data secure. Shredding plays a vital role in physical data destruction. It is a key part of any government agency’s comprehensive data management strategy for several key reasons:

                1. Prevents data breaches: Shredding ensures that confidential data cannot be accessed once it is no longer needed. It helps prevent possible data breaches that could lead to severe legal and financial repercussions. 
                2. Ensures regulatory compliance: Government agencies are legally required to destroy certain types of data. Shredding allows them to comply with regulations such as FISMA. Depending on the nature of the data you destroy, other compliance standards may apply. For example, shredders used to dispose of medical records must comply with HIPAA requirements while financial records must meet the FACTA disposal rule.
                3. Protects reputation: Shredding helps protect public trust by ensuring confidential information does not fall into the wrong hands.
                Female government employee shredding paper in a Dahle machine.

                Best Government Shredders

                Two main types of shredders are available for government agencies: high security shredders and NSA/CSS approved shredders. 

                High Security Shredders

                A high security shredder is data destruction equipment designed to shred paper, cards, and other thin media into tiny particles, making the reassembly of those particles virtually impossible. 

                Unlike regular office shredders that may simply cut documents into strips, high security shredders dice paper into tiny, confetti-like particles that are a maximum of 1mm x 5mm in size. This level of destruction is vital for organizations handling general sensitive and confidential information.

                Popular Features of High Security Shredders

                High security shredders often come with a host of advanced features to improve their functionality and user experience, including:

                • Auto oiling: Some high security shredders feature an auto-oiling feature to maintain peak performance and prolong the shredder’s lifespan. Auto oiling automatically lubricates the cutting blades at regular intervals to keep them sharp and efficient.
                • Automatic start and stop: This feature uses sensors to detect when paper goes into the shredder. It automatically starts the shredding process and stops when the paper is shredded, which saves time and reduces the risk of paper jams.
                • Reverse function: The reverse function allows the shredder to run in reverse to dislodge stuck paper from a paper jam. 
                • Energy-saving modes: Many high security shredders come with energy-saving modes that conserve power when the shredder is not in use. This extends the lifespan of the shredder blades and reduces energy consumption.

                NSA/CSS Approved Shredders

                When you see a shredder labeled NSA/CSS approved, it signifies that it meets the stringent data destruction standards set by two of the most significant security bodies in the United States — the National Security Agency (NSA) and the Central Security Service (CSS).

                To meet these guidelines, a variety of NSA shredder requirements are involved, including:

                • Size of the shred: A shredder must be capable of reducing a sheet of paper or CD into pieces measuring 1mm x 5mm or less.
                • Endurance and efficiency testing: The NSA/CSS conducts rigorous testing to ensure that the shredder can handle large volumes of paper and operate effectively over long periods. Testing often involves running the shredder continuously and verifying that it maintains its performance without overheating or breaking down.
                • Reliability testing: The shredder must also demonstrate reliability. This involves assessing its durability and resistance to jamming.

                NCA/CSS approved shredders represent the pinnacle of secure data destruction and are the best data destruction equipment for government employees who handle and dispose of confidential information.

                FAQs

                What Determines the Cost of Shredders for Government Agencies?

                Determining the cost of a shredder for government agencies depends on various factors. The level of security, the single-pass capacity, the volume allowance, the feed opening, the waste bin volume, the speed, the warranty, and technology all play a part in the price. A reliable, high-performance shredder might require a higher initial investment, but it can save money in the long run due to its durability and efficient performance.

                What are Some Best Practices for Secure Data Destruction for Government Agencies?

                Here are several other best practices you can follow to ensure secure and effective data destruction.
                1. Create a Shredding Schedule
                A shredding schedule will minimize the data breach risk associated with sensitive document pile-up. It also helps ensure compliance with various laws and regulations. Finally, it demonstrates a proactive approach to data security, which can significantly enhance your reputation and public trust.

                2. Prioritize Proper Disposal
                Even after shredding, you should handle the disposal of shredded material correctly to ensure complete data destruction. For instance, you may consider partnering with a certified recycling company that can securely transport and recycle shredded waste. Some shredding services even offer secure consoles where you can store shredded materials until they are ready for collection.

                3. Conduct Employee Training
                Last but certainly not least, you should thoroughly train your employees on the importance of secure data destruction and the proper use of data destruction equipment. They should understand the risks associated with improper data disposal and how to dispose of data properly.
                Training should also cover your agency’s data destruction policies, including what types of information need to be destroyed, how often shredding should take place, and the steps to take in case of a suspected data breach. Regular refresher courses can help keep this vital information top-of-mind for all staff members.

                Destroy Data Safely With MyBinding

                Government organizations handle sensitive information daily, so proper data destruction is crucial to prevent any unauthorized access. A high-quality shredder is an excellent investment to get your organization one step closer to complete data destruction. With nearly 20 years of experience partnering with government agencies, MyBinding provides the expertise and best-in-class government approved equipment you need for the safest and most effective data destruction.

                Shop Government Approved Shredders Today

                Need more information or one-on-one help choosing the best government shredder for your needs? Call 503-207-0921 or email our expert Government Accounts Advisor.

                Filed Under: Government, Paper Shredding Tagged With: Government, paper shredding machine

                Five Creative Uses for Shredded Paper

                September 22, 2010 by Jeff McRitchie Leave a Comment

                Shredder-bagShredding paper has become common in both the home and the workplace ever since identity theft started occurring at a startling pace. (Paper shredders are also more affordable than ever before.) Whether you shred just occasionally (say, to get rid of unsolicited credit card offers) or you shred a high volume of paper on a daily basis, there’s always the question of what to do with your shreds. Here’s a few ideas for you.

                1.) Recycling. If nothing else, you can always recycle your shreds. In fact, you should do this as opposed to throwing them in the trash. This prevents the landfills from getting even fuller and it helps save trees. Recycling is easy so you can take care of it quickly and then be done with it. Alternatively, you could compost the shreds if you prefer.
                2.) Starting fires. You can definitely use your shreds to help start a fire whether you’re at home or out in the woods. This is a great alternative to newspaper and lighter fluid since you won’t have to pay for the shreds and you need to get rid of them anyway. (Just be careful when starting your fire!)
                3.) Packing material. Shipping costs are always on the rise. Whether it’s stamps, boxing, or packing materials, these supplies get even more expensive with each passing year. But if you have a paper shredder, you can cut down on your costs by using your shreds as packing material. Just save the bits after you empty your machine’s waste bin and you’ll have something with which you can line your boxes. (This is especially true if you shred a lot of paper regularly.) If you have a cardboard shredder, you can also use that material when preparing your shipments.
                4.) Gift bags. Do you have a bunch of newspapers or magazines you want to get rid of? If so, you should run them through your shredder so you can use them in gift bags. This is a great, cost-effective alternative to commercial filler and the recipient of your gift will be impressed with your ingenuity.
                5.) Pet supplies. Pets enrich many people’s lives and if you have some of your own, your shreds can come in handy. For one thing, you can place some in your pocket pet’s cage so your critter can make a comfy nest out of it. You could also use the shreds to fill up a larger bed for your dog or cat. When you need to wash the cover, you can recycle the shreds and stuff new ones in after the cover has dried. (This will cut down on smells and give you a use for your new shreds.) Also, you might want to consider using your shreds in your cat’s litter box. That way, you can save money on kitty litter and your pet can remain comfortable. (Clay litter is tough on a cat’s paws and can cause problems if your pet has recently been declawed.)

                Shredding your paper can not only protect your identity, it can provide you with enough material for a variety of other uses from protecting items during shipping to making your pet happy. Shred your documents today with a high-security shredder so you can stay safe and get more use out of them.

                Filed Under: Paper Shredding Tagged With: paper shredder, paper shredding machine, shredders, shredding machine, shreds

                Ten Ways to Reduce Your Risk of Identity Theft

                September 9, 2010 by Jeff McRitchie Leave a Comment

                destroyit-2360-smc-sm1 With identity theft still on the rise, it’s more important than ever to take the necessary precautions to keep yourself safe. People are being more careful with their information. But how can you be sure you’re doing enough? While there are always extremes lengths you could take, here is a list of key steps to protect your information.

                1. Only carry with you what you need. When leaving the house to shop or dine out, take the debit or credit card you plan to use as well as your ID. There’s no need to bring every card you possess and doing so increases your risk. If a potential thief sees your open wallet bursting with credit cards, you’ve immediately raised your risk. Even without a thief catching a glimpse of the contents, in the case of a random purse snatching or a lost satchel, having a card or two at home will help to cover your expenses until new cards can be issued.
                2. Don’t carry your social security card in your wallet. That also goes for your passport and birth certificate. These are key items in stealing someone’s identity. They are better kept in a secure location, such as a safe or even a safety deposit box.
                3. Try not to put your social security number, driver’s license number, or phone number on your checks. Better yet, try not to use checks at all. They contain your account number as well as personal information and are an easy way for a thief to leach money out of your account.
                4. Be vigilant about checking your monthly bank and credit card statements. Immediately report any activity that is out of the ordinary. The sooner you report any suspected fraud, the quicker it can be resolved.
                5. Send bill payments from the post office. A locking mailbox at your house is fine to use as well. You can also use your bank’s online bill pay service, which is more secure than mailing a check.
                6. Check your credit report at least once a year. You are legally guaranteed one free report annually. Look carefully for any irregularities and report them as soon as possible.
                7. Immediately report any lost or stolen cards. Even if you think you know where it is, it’s better to report the card as lost just in case. Check your mail often until the new card arrives. If you don’t receive it within 15 days, call the company. The same goes for any reissued cards you may be expecting.
                8. Shred everything confidential. Especially anything containing your personal or financial information. Even preapproved credit card offers should be destroyed before disposing; having a card issued in your name is a prime way for thieves to glean your information.
                9. Make a list or photocopy of all your credit and debit card numbers, bank accounts, investments, and insurance account numbers with expiration dates and phone numbers for customer service and fraud reporting. Keep it in a secure place, such as a safe. This way you have all the necessary information including contact numbers in case your purse or wallet is stolen.
                10. Write “see photo ID” on the backs of your credit cards in permanent ink. Doing so will hopefully cause merchants to follow your request and catch any would-be users. Don’t grumble when asked for ID. Doing so will only encourage workers to stop checking and you’d hate for it to be your stolen card when an ID wasn’t asked for.

                While this isn’t a completely comprehensive list, following these tips will help prevent identity theft from happening to you.

                Filed Under: Paper Shredding Tagged With: paper shredder, paper shredding machine, shredders, shredding machine, shreds

                Checking For Identity Theft

                June 12, 2010 by Jeff McRitchie Leave a Comment

                32289012

                With identity theft a growing and persistent problem, you should do everything in your power to keep your information safe. Here are some ways to make sure you are not being victimized.

                Statements:

                Every time you receive a statement from your bank or credit card company, you should go over it with a fine tooth comb. A lot of times identity thieves will only do a little bit of damage before moving on, or will send you bills for companies you have not had nay business with, or will set you up for an automatic bill pay without your knowledge. If you see anything of the sort on your statements, contact the institution in question right away to let them know what is going on.

                Bank statements should be especially scrutinized, as there are many ways to remove money from your account without your immediate knowledge. You could, for instance, have had some checks stolen or had your debit or credit card number lifted from any number of sources. Again, it is worth noting that identity thieves will not necessarily go for the big score all the time, and may just make an occasional purchase that they hope will not be noticed. Look over each and every purchase, withdrawal, and other transaction and make sure that it is something that either you did, or was authorized by you.

                Credit Report:

                At least once a year and perhaps twice, you should make the effort to check your credit report via one or all of the major credit agencies. Take the information they provide you with and give it a good going over. Look for accounts that do not belong to you, loans that you haven’t taken out, and any other sort of transaction that you don’t know anything about. Make note of any inaccuracies and report them immediately to all of the credit agencies.

                Prevention:

                You may be surprised that there is no law against going through another person’s trash. Identity thieves do this on a regular basis to get certain types of documents that you may have carelessly thrown away. The best and easiest solution for this is to purchase a high quality shredder, and to use it on a regular basis. The shredder you buy should shred documents into a confetti-like cross cut pattern rather than long and straight strip cuts, as the cross cut paper shreds are virtually impossible to piece back together.

                Some of the documents that you should shred when you are discarding include, of course, bank statements, credit card statements, credit card and loan applications that you are not going to use, any documents that contain your social security number or signature, and any medical or legal information.

                You should also give serious thought to shredding:

                Address labels, ATM receipts, copies of birth certificates (not the original), canceled, voided, or old checks, and check copies, investment documents, items containing driver’s license numbers, PIN numbers, pay stubs, tax documents (copies, or originals when allowed by law), and expired passports. This list is by no means exhaustive, but should get you started in keeping your mind on ways to keep your identity safe.

                Filed Under: Paper Shredding Tagged With: paper shredder, paper shredding machine, shredders, shredding machine, shreds

                Shredding Laws and Your Business

                April 17, 2010 by Jeff McRitchie Leave a Comment

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                It is no longer a matter of common courtesy for you and your business to shred your customers’ confidential information. The rise in identity theft crimes has caused congress to act by passing three major pieces of legislation that require businesses to completely destroy any documents containing certain kinds of sensitive information before discarding. The penalties and fines can be steep, ranging from $1000 to $500,000, not to mention the risk of civil litigation and liability. The three pieces of legislation are known as FACTA, HIPAA, and GLB. In this article we will dive into each of these regulations, how you can best comply, and what the risks of non-compliance are.

                1. Fair and Accurate Credit Transaction Act. Also known as FACTA, This law was signed into effect in 2003. FACTA was designed specifically to reduce the growing risks of credit, idenity, and consumer fraud, by requiring businesses to properly destroy confidential information upon discarding it. Not only applying to businesses, the disposal rule essentially applies to every person in the US. The information that must be discarded include: address information, employment histories, credit histories, and social security numbers. The penalties for non-compliance can be pretty steep. Other than putting yourself at risk for a civil suit and the attending legal costs, if it can be proven that your mishandling of sensitive info resulted in an identity crime being committed, your state can fine you $1000 per infraction, and the feds can nip you for $5000 per incidence.
                2. Health Insurance Portability and Accountability Act. Known as HIPAA, this regulation applies to the health care industry, and is intended to prevent abuses of personal health information, including unauthorized access. The Institutions that are required to comply with the regulation are called “Covered Entities,” and include all organizations and even individuals, who collect health-care related information. This can include doctors, urgent care centers, hospitals, billing centers, and even collection agencies. According to HIPAA, all covered entities must have documented policies that define the measures they have instituted to prevent unauthorized access. Non-compliance in this case could cost the offender a whopping $500,000.
                3. Gramm-Leach-Bliley Act. The GLB Act applies to financial institutions and requires any companies that are engaged in financial activities go provide secure handling of client records and information. Companies that would be included in this are banks, mortgage companies, insurers, and investment houses.

                You may be surprised to hear that it is not against the law for someone to go through your trash. A 1988 Supreme Court ruling stated that once the trash is left for pickup, it is public domain. This is an easy way for your business to lose its competitive edge, as well as its customers’ confidential information. With the ease and convenience that is afforded by having your own shredders in house, there is no reason for your business to put itself at risk. One quick and easy solution is for all of your employees who handle and regularly discard confidential information to have their own desk side shredders. Or you can place a larger shredder in a central location in your office. Either way, you need to make sure that you protect your business and your clients by shredding all confidential information.

                Filed Under: Paper Shredding Tagged With: paper shredder, paper shredding machine, shred, shredders, Shredding, shredding machine

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