Should You Use One Provider for both Medical Waste & Document Destruction?
If you are with an organization in the healthcare or medical industry that needs both secure document destruction and medical waste disposal, then this article is for you.
As a document destruction provider, we sometimes encounter organizations in the healthcare and medical industry that prefer to use one contractor for both their document destruction and medical waste disposal.
Here are a couple reasons why:
Potential Savings: A contractor that offers both medical waste disposal and document destruction may bundle the two services together for a lower overall price.
Administrative Convenience: Hiring one contractor when you would otherwise have to hire two can simplify the procurement and billing process.
At first glance, these two services may seem similar to one another: In both cases, a service rep arrives at a building, collects the material, and then disposes of it; and if an organization needs to responsibly dispose of medical waste, then they likely also need to responsibly dispose of documents, so there is often an overlap.
However, despite these similarities, document destruction and medical waste disposal are quite different from one another. Medical waste must be responsibly handled and disposed of, with a detailed log of its chain of custody, but it is transported off-site and disposed of at a later time. Documents, on the other hand, contain sensitive information that can be easily stolen and abused if it falls into the wrong hands (information such as social security numbers, account login information, personal information, etc.); due to the more sensitive nature of document disposal, a more stringent approach is necessary.
Ideally, healthcare and medical organizations should only use a certified contractor that provides on-site shredding (meaning that documents are destroyed at the collection location, not transported off-site to be shredded at a later time). On-site shredding is the most secure form of document destruction because it minimizes the possibility of an information breach (a breach that could have incalculable effects on both your organizations and your customers). Certified on-site shredding contractors follow strict handling and disposal protocols and are subjected to routine, third-party audits; their service reps are also subjected to background screenings and drug tests, all in an effort to ensure security for customers’ information. Medical waste disposal companies are not necessarily subjected to these same standards.
One of the biggest problems with using one contractor for both your document destruction and medical waste disposal is that the contractors who offer both of these services rarely shred documents on-site. The reason for this is simple, and it boils down to saving money: Why send two separate trucks and service reps to the same location if you can send only one?
Many contractors take this approach because it is more logistically efficient and cost-effective, but it also means they must resort to off-site shredding, which exposes their customers to significant security risks. On-site shredding requires a specialized truck equipped with an industrial grade shredder; these trucks have very limited storage capacity and therefore cannot double as a medical waste disposal vehicle (which is essentially a box truck).
Here is an example of what an on-site shredding truck looks like. They can vary slightly in style, but they all operate similarly: A side compartment opens up, and a mechanical arm lifts a large bin and dumps documents directly into an industrial grade shredder. The shredded paper is stored in the back of the truck until it is later off-loaded, bailed, and sent away to be recycled into paper-based products.
With off-site shredding, a box truck is used instead. Documents are placed and stored in the back of the truck and later destroyed (hopefully) at an off-site location.
Some companies do offer both medical waste disposal and on-site shredding, but you have to be careful. It is not uncommon for corporate-level shredding companies to practice both on-site and off-site shredding. While they may shred on-site in the majority of use cases, they have cost incentives to utilize off-site shredding for customers that also need medical waste disposal, because they can use the same truck and service rep for both services.
If you do use a company that offers both of these services, it is important to receive a written confirmation from them that the your documents are being destroyed on-site. It’s also not a bad idea to check in from time to time while you are being serviced to ensure that an on-site shred truck is being used. We have seen instances of companies claiming to shred on-site for a customer, when in reality they were using a box truck.
The question remains, what if a contractor truly offers both medical waste disposal and on-site shredding? Wouldn’t it be a no-brainer to use them? This answer will depend on a variety of factors, including the contractors available in your market.
In large part, a company that offers both of these services is likely to be stronger in one realm than the other. As we mentioned earlier, on-site shredding requires expensive trucks and trained service reps; in order to reliably service customers, a large fleet of these expensive trucks is needed in case a truck ever breaks down (which is not uncommon). Partnering with a shredding company that specializes in shredding will give you the best chances at dependable service.
Another factor to consider is the reputation of the contractor. A quick glance at Google Business reviews can tell you a lot about a company and give you a glimpse into the type of customer service you can expect to receive. Using a certified, locally owned contractor will almost always equate to a better customer experience. It is also important to ensure your contractor is NAID AAA certified for on-site shredding (the gold standard for document destruction compliance).
The Bottom Line
In the beginning of this article, we mentioned that using one contractor for documents and medical waste could be advantageous from a cost and convenience perspective. The key word here is “could.”
A shredding company that truly wants your business will be willing to offer a competitive price. For all the reasons discussed in this article, we believe it is worth the small amount of time it takes to shop around for quotes. Many businesses will also price match in order to win your business, which can be especially helpful if you are forced to choose between off-site shredding and on-site shredding on the basis of cost.
Regarding the administrative convenience of using one contractor, this benefit is far from guaranteed. Document destruction and medical waste disposal companies are familiar with each other, and in most cases, one party will be willing to consolidate the billing before it is sent your way. Using two separate contractors can even have benefits from a customer service perspective, as you never have to doubt who to reach out to, and you will always get to speak with someone who is knowledgeable.
It is ultimately up to you to decide which route is best for your organization, but we hope that this article has helped inform you of the various factors you should consider when hiring contractors for you document destruction and medical waste disposal.
If you want the services of a locally-owned and certified on-site shredding provider with great reviews and a commitment to dependable, secure, and responsive service, Rock Solid Shredding is here for you. Our shred trucks have coverage across the entire state of Arkansas and even into southern Missouri and eastern Oklahoma. We work with numerous hospitals, medical clinics, and government agencies and understand firsthand what it takes to meet your needs.
Thanks for reading!