Computers have undoubtedly made communication far quicker and easier, yet most of us print out computer-generated documents, duplicating the information they contain. If that data contains personal information of any kind, there are strict rules on how it must be kept, used and disposed of when no longer required.

Most new businesses realise that if they intend holding or processing information about clients, employees or suppliers, they need to comply with the 1998 Data Protection Act. This, together with other relevant legislation, is regulated by the Information Commission (www.ioc.gov.uk [1]) who can impose heavy fines for non-compliance.

However, your business will undoubtedly generate a lot of other information that needs to be kept secure. For example, sales forecasts, market research, customer data and NPD projects can all be very useful to a competitor and sometimes it can be difficult to know who to trust.

The quickest, surest way to protect your business, your staff and yourself is to shred all sensitive information as soon as it is no longer needed. No matter how small your business, or your working space, you'll find a shredder to suit your needs. And in case you're not quite sure what those needs will be, here's a checklist to think about.

How many documents will you shred each day?
Shredding is addictive and once you get into the habit, you'll probably use your shredder far more than you anticipated. So choose the best you can afford, with a high sheet capacity (the number of pages you can shred at a time).

Will you need to destroy electronic data as well?
Many shredders today will dispose of CDs and credit cards with ease, but bear in mind that this will take its toll on the cutter heads. If you're planning to destroy a large amount of electronic media, choose a model specifically designed for this purpose.

Which type of shred is best?
You have two choices, a straight (or ribbon) cut shredder or a cross-cut (or confetti) model. A straight cut shredder is fine for basic, everyday shredding but if you want greater security, then a cross-cut machine will probably give you more peace of mind. Cross-cut shreds compact under their own weight, so they're easier (and cheaper) to dispose of. Many councils will accept shredded paper for recycling, and you can now buy recyclable waste bags to make disposing of the shredded waste even easier.

What level of security do you need?
Shred cuts are classified according to international DIN standards, and range from Security Level 1 (basic) up to Security Level 5 (top secret). A level 1 shredder will cut an A4 sheet into 26 strips of paper while a level 5 machine will tear that same A4 sheet into 4,000 tiny pieces. If you intend shredding highly confidential data, you should opt for Security Level 3 or higher.

Is energy efficiency important to you?
Shredders operate in different ways. Some incorporate a safety feature which means the machine cuts out if someone touches it. However, this means the shredder is on standby all the time. Other equally safe machines shut down automatically when not in use and are thus far more energy efficient.

Where will the shredder be located?
Shredders have become much quieter in recent years and today even a really powerful, high capacity machine can be sited in an open-plan office without causing disruption. However, if the shredder is likely to be in constant use, it is probably better to postion it away from desk-bound staff.

Who will be using the shredder?
Shredder design varies considerably and some machines are easier to use than others. A model with front door opening to the waste bin, for example, is considerably easier to empty than one that is accessed through the top. Lifting the shredder head on and off to reach the waste bin is time-consuming and can be awkward. Using a waste sack, particularly one that can be recycled, also makes disposing of the shreds a quicker, cleaner task.

Remember, of course, that some information such as personnel records must be kept by law for a specified length of time. So don't get carried away with shredding, no matter how satisfying it can be!

Jill Organ is marketing manager for Rexel Shredders. For more information on shredding, ID fraud and the Data Protection Act, visit www.rexelshredders.co.uk [2]