Best practices in destroying confidential records -- Shredding then recycling v. Incineration v.....?

[Greg Smith]

Folks,

Many public agencies and private organization must regularly must
destroy confidential records.

I know of one public agency that is considering its options. So far,
the main options it has identified are shredding then recycling those
records or sending them to an incinerator.

I've been told that, among the estimates obtained so far by that
agency, the estimate for burning the records has come up substantially lower.

Agency staff would like to identify a competitive, non-burn option,
and generally to better understand the economics, how to reduce costs, etc..

I understand that, regardless of which option it chooses, the agency
must obtain a certificate of destruction.

I've asked for a few basic specifics about the amount to material to
be managed, the cleanliness of the materials (e.g., are some records
bound in plastic covers?), the numbers or conditions of the estimates, etc..

I assume that most of these records are printed on white office
paper. In addition to offering information about the problems that
come with incineration, I've suggested that the agency focus on
securing a shred-then-recycle net cost that it lower than or close
enough to the burn price.

So a few questions:

1. Do you know of best-practice guidelines for destroying records in
a non-destructive or non-wasting way, e.g., shredding then recycling?

2. Do you know of case studies or analyses examining the costs and
benefits, opportunities, challenges, etc., of various options?

3. Do you have access to recycling market figures in the
Mid-Atlantic, specifically for recyclable commodities such as white
office paper?


Lots of etceteras (etceterae?) up there.

In advance, thanks for your help.


Best,

Greg

[Alan Muller]

No expert here, but my understanding is that there are businesses that bring truck mounted shredding/bagging equipment to a site to shred and bag materials which can then be handled through normal paper recycling channels.  This can have the advantage that legible materials never leave the site.

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[Greg Smith]

Thanks, Alan.

Yup, lots of those.

As far as I know, the agency in question has received estimates from
one incinerator operator and one shred-and-recycle outfit. They may
have received more, but those are the ones I know of.

The shredder's estimate was much higher than the burner's, and I've
been told that the shredder-recycler downcycle the materials to toilet tissue.

As I understand it, shredding shortens fibers, which significantly
reduces the material's strength and value, and requires down-cycling
it farther than would be necessary without shredding.

So we're looking for alternatives that are less expensive and that
better maintain the material's value.

Some firms in the certified-destruction biz do recycle without
shredding first. One that I've heard recycles (or downcycles) to paper board.

Best,

Greg

[Alan Muller]

It's certainly possible to pulp without shredding.  I haven't seen any data on the effects of shredding on fiber length.  There would be some impact, but....

From http://www.paperonweb.com/gradepl.htm

Long Fiber Pulp (>10mm) - Cotton, Hemp, Flax, Jute 

Medium Fiber Pulp (2 - 10mm) - Northern S/W, H/W

Short Fiber Pulp (< 2mm) - Tropical H/W, straws, grasses

am