Data Destruction: Definition, Importance, and Benefits

What is Data Destruction?

Data destruction is the process of permanently destroying data, whether on paper or digitally, to prevent unauthorized access. It's crucial for businesses to safeguard sensitive information in an age where data security is paramount. According to IBMs Cost of a Data Breach Report 2024, the U.S. had the highest average data breach cost of USD 9.36 million. Secure destruction of confidential information is essential to help prevent data breaches and maintain compliance with data protection regulations.

Data destruction methods vary, from software-based overwrites to physical destruction like paper shredding and hard drive shearing or crushing.* Physical destruction is the only 100% secure way to ensure data can’t be retrieved or reconstructed, which is essential to prevent data breaches and maintain compliance with data protection regulations. essential to prevent data breaches and maintain compliance with data protection regulations.

Secure Data Destruction Methods

Physical Shredding or Crushing

A professional document destruction service, like Shred-it^®, uses cross-cut shredders that comply with the paper shred size requirements set by the National Association for Information Destruction, commonly known as NAID.

A hard drive destruction service may use specialized shearing equipment to slice the hard drive into small pieces. Alternatively, crushing equipment is sometimes used to punch an irreparable hole through each drive, destroying magnetic surfaces rendering the data irretrievable.  

Only a professional shredding and destruction service provider will issue a Certificate of Destruction (COD), which is a document containing confirmation that your sensitive and confidential data stored on paper or hard drives has been destroyed. Every Shred-it^® customer receives a Proof of Service (POS) confirming that their material has been collected. If you receive onsite shredding service (meaning your paper or hard drives are shredded at your location rather than at a Shred-it^® facility) your POS also effectively serves as a COD because destruction occurs at the time of service. This is important for compliance purposes and proves to inspectors, regulatory officials, and clients that data has been destroyed completely.

Why is Data Destruction Important?

Businesses can face severe consequences when data breaches occur, including regulatory action, fines, legal expenses, and the loss of valuable customers, which can severely impact operations. 

To help mitigate the risk of a data breach, businesses should adopt a proactive approach to information protection, by securely shredding both digital and physical data once it is no longer needed based on its retention requirements. Examples of what should be destroyed include proprietary business records, employee files, tax documents, customer information, medical records, and computing equipment.

It is important documents and old hard drives are not tossed in the trash can or recycling bin. These disposal processes will not prevent criminals from sorting through piles of paper to find private information. When documents have reached their end of life, confidential papers should be disposed of in a locked container destined for shredding prior to disposal.

Benefits of Secure Data Destruction

Below are a few key benefits to using Shred-it^® for secure physical and digital data destruction.

• Scheduled Service: Implementing a regularly scheduled service allows for information to be safeguarded throughout the year. It serves as a constant reminder that security is not an afterthought but a priority, fostering a culture of vigilance and responsibility.
• Comprehensive Data Security: By entrusting your data destruction needs to Shred-it^®, you benefit from a comprehensive data security solution with access to privacy and information security policies, trainings, and resources to help keep your business protected.
• Cost Optimization: Regular data destruction helps optimize operational costs by reducing storage expenses and ensuring efficient use of resources and employees rather than shredding in-house.
• Peace of Mind: Ultimately, partnering with professionals like Shred-it^® provides peace of mind. Knowing that your confidential information is being handled securely allows you to focus on what you do best — running your business.
• Environmental Sustainability: Paper shredding can be an environmentally friendly method for destroying sensitive information. Globally in 2023, Shred-it^® shredded and recycled 906 million pounds of paper. contributing to a circular economy for paper resources. Shred-it^® recycles all paper documents it shreds, helping businesses preserve natural resources.

How Shred-it^® Can Help

Shred-it^® offers a range of data destruction services to meet the needs of any business. From secure document shredding to digital data destruction*. Our services include on-site* and off-site shredding, allowing you to choose the most suitable option for your data security requirements.

^{*Contact Shred-it® for service availability.}

^{**This article is for general information purposes only and should not be construed as legal advice on any specific facts or circumstances.}