It sometimes seems that every organisation is fighting a battle against paper, however much there is talk of a modern office being ‘paperless’. As well as helping companies to save space, CAS’ secure and confidential document shredding services for out-of-date documents is essential for personal data security. This is all the more important now with the extension of what constitutes a personal data breach under the General Data Protection Regulation (GDPR), effective from May 2018. For many organisations, it’s simply not enough to buy a desktop shredder and add the resulting waste to the recycling.
Take a strategic approach to confidential document shredding services
This is where CAS can help your organisation. If you decide to take advantage of our confidential document shredding services, the first stage will be for us to provide you with specially designed confidential waste collection bins. The bins are securely locked and have a slot where documents marked for destruction can be ‘posted’. The bins hold between 80 and 660 litres of waste paper and are provided free-of-charge. We will provide your office manager with a key, so if an entire arch file or document storage box has to be destroyed, they can unlock the box and drop the whole item in. The boxes are lined with opaque bags that have secure integral ties. Once the bin is full, the office manager, or our representative, unlocks the bin and secures the bin’s contents. This means that the actual documents are never handled or seen once in the bin.
CAS is the only document storage company in the industry to hold ISO 15489 (Information and Documentation, Records Management). This demonstrates that we have achieved all the requirements for the Records Management sector, and that we pay appropriate attention to the processing and management of document and file storage. Why not have a look at our handy document retention schedule to work out which of your documents you can safely dispose of.
Security is our watchword when we collect documents for shredding
The next stage is for CAS to come and collect your documents for shredding. Uniquely, CAS does not tie clients into a fixed term contract. We arrange scheduled collections as often as required, to suit the specific needs of each office. The frequency of visits is flexible and can be determined by the office manager or other staff members.
One of our experienced team will visit your site in one of our GPS-tracked vehicles. The whole CAS fleet is LPG-powered, reducing emissions and adding to an environmentally friendly process. And by the way, we check all our document-handling staff with the Disclosure and Barring Service (DBS, formerly the Criminal Records Bureau or CRB).
The collected bags are taken to our secure shredding facility which has gated perimeter fences, 24/7 security patrols and advanced CCTV. Our gate staff require identification for anyone entering the facility and only admit authorised personnel. Environmental controls and advanced fire protection systems are fitted throughout the facilities. We are accredited to ISO/IEC 27001 standard for Information Technology, Security Techniques and Information Security Management. This ISO reassures you that we are compliant with every international regulation on surveillance, security and staff confidentiality.
Shred and shred again
Once the bagged documents reach the facility, we ensure that all the contents of the bags are then doubled shredded. The shreddings are balled, washed and bleached. The remaining material is thoroughly clean and bears no possible resemblance to the original document. Your data has been completely and securely destroyed.
For data auditing purposes we provide a Certificate of Destruction for each and every collection. This is your proof that the data destruction process has been secure, confidential and complete.
Shredding to save the planet
At CAS we take environment protection seriously. We aim to make the most of existing resources by reducing waste and energy consumption. The good news is that paper is a resource that can be recycled multiple times. Once your documents have been destroyed, we then recycle 100% of the waste by-product, shipping it overseas to be recycled into toilet paper.
We are also accredited to ISO standard 14001: Environmental Management. This demonstrates that we have consistently met management processes that reduce the impact on the environment and contribute to sustainability on both a regional and national level.
As well as our confidential document shredding services, we also undertake data disposal on obsolete or unwanted IT equipment. Meanwhile, if you’re looking for document storage or scan-on-demand, we’ll keep your data safe and secure in state-of-the-art warehouse facilities. And if you use our office removal and services, data protection is always a primary consideration for us too.
Call one of the CAS team now if you’ve got any questions about document shredding or any of our other services.
About Clarks CAS
CAS provides comprehensive and secure document digitisation, information storage and facilities management services. For more than 20 years CAS have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed. CAS, offering 20 years of secure document storage in London.