Schools Should Use Shredders to Protect Private Student and Faculty Information
October 02, 2024A paper shredder is a mechanical device that cuts paper into strips or fine particles, which makes it challenging to reassemble and read the information originally recorded on the document. These machines are widely used to securely discard classified information.
Schools should use shredders to protect private student and faculty information. This information includes the personal data of students and faculty (like social security numbers), their financial records, their performance and disciplinary records, and their academic or employment records. Higher education can utilize paper shredders to keep this private information confidential, comply with school privacy regulations, prevent identity theft and fraud, and maintain an organized and efficient school environment.
Shredders keep private student and faculty information confidential by securely destroying these records into small pieces, which prevents illegitimate persons from accessing the data or reconstructing it. When a school shreds this type of information, its students, staff, and faculty build trust in their institution’s management of personal data.
Shredders adhere to school privacy regulations. There are a number of laws that require schools to properly dispose of sensitive information. For example, the Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. It requires educational institutions to take steps to safeguard student information from unauthorized disclosure. This includes exterminating physical documents through shredding.
In addition, shredding reduces the risk of identity theft and fraud since the data destroyed will be unreadable and irretrievable. Thieves will not be able to recover this data to perform these crimes. Finally, shredding maintains an organized and efficient school environment, since regularly shredding unneeded documents helps manage and minimize the volume of paper clutter in university offices.
College departments that could benefit from using shredders are admissions, financial aid, human resources, administrative, IT, and alumni relations departments. These departments contain private student or faculty information, and should securely obliterate this data through shredding.
1. How Admissions Departments Can Use Shredders
The admissions department at universities search for new students, and execute strategies to convince prospective students to apply to its school. The office organizes campus events such as open houses, visits schools, and produces promotional materials. After high school students apply to a university, the admissions department reviews application submissions, conducts interviews, and makes admissions decisions. After the admissions process is over, the department can use shredders to demolish communication records, application forms, test scores, essays, interview notes, and recommendation letters.
2. How Financial Aid Departments Can Use Shredders
The financial aid department at colleges assists students in obtaining funding for their education. The department advises students to fill out financial aid applications like the Free Application for Federal Student Aid (FAFSA). It identifies eligibility for aid and awards grants, scholarships, loans, and work-study opportunities. In addition to shredding financial aid applications, award letters, scholarship applications, and loan documents when they are no longer needed, the financial aid department can shred income verification documents. These documents include tax returns and W-2 forms submitted by students and their families.
3. How Human Resources Departments Can Use Shredders
The human resources department at universities manage each institution’s workforce. It is responsible for posting job vacancies, interviewing candidates, and onboarding new faculty members. This office issues employee benefits such as health insurance and retirement plans, and specializes in administering payroll. The human resources department can use shredders to eradicate outdated or duplicate records from employee personnel files. These files consist of job applications, resumes, and employment contracts. Also, it can shred sensitive employee benefit information like health insurance applications, retirement plan documents, as well as old payroll records and pay stubs. Moreover, it can utilize shredders to carefully dispose of performance reviews and disciplinary records.
4. How Administrative Departments Can Use Shredders
The administrative department at colleges supports its school’s operations, and makes sure it runs smoothly. The division manages course schedules, maintains academic records, and coordinates student services. Additionally, it handles student enrollment, transcripts, and graduation processes. The office can shred obsolete course schedules, class rosters, and academic records. These academic records are made up of enrollment documents, transcripts, and grade reports. After graduation documents are digitized, the department can shred physical copies of degree verification forms and commencement lists. It should also employ shredders to destroy papers related to student advising and educational assistance.
5. How IT Departments Can Use Shredders
The information technology (IT) department oversees the technological infrastructure of its school. It performs network management, which is maintaining and securing the campus network and internet access. Furthermore, it enforces data security, installs computer systems and software, and offers technical support to students, faculty, and staff. The department can use shredders to demolish printed security reports that hold classified data about its college’s IT infrastructure, access logs that record entry to secure areas, and user credentials. This includes destroying unneeded printed lists of passwords, encryption keys, or authentication codes.
6. How Alumni Relations Departments Can Use Shredders
The alumni relations department cultivates relationships between the university and its graduates to develop engagement and financial support for its educational institution. It keeps its school’s alumni updated about university news and achievements through newsletters, social media, and other communications channels. It organizes alumni events, reunions, and networking opportunities. The division also encourages alumni to make donations. The alumni relations department can use shredders to eliminate outdated alumni contact information, old donation records that contain credit card details, and registration forms from past alumni events.
The Datastroyer DCS 36/6 High Security Combo Paper & CD Shredder
Key Features
- Security Level: Level 6/P-7
- Shred Size: 0.8 x 5 mm
- Throat Size: 13”
- Sheet Capacity: Up to 16 sheets
- Cut Type: High Security
Our Datastroyer DCS 36/6 High Security Combo Paper & CD Shredder is a specialized machine that is created to shred paper and CDs. There is a 13” slot for paper, and a 5” slot for CDs, which can also accept credit cards and ID badges. It can shred up to 16 sheets at once, and each shred is 0.8 x 5 mm. The device comes with an integrated automatic oiler, and lubricates the shredder without manual operation. The oil coats the shredder’s moving parts, such as the blades and gears. The lubrication minimizes friction, ensures smooth operation, and extends the lifespan of the machine.
This optical media shredder has an Energy Management and Control System (EMCS), and the system is designed to optimize energy efficiency and enhance its performance. For example, the EMCS can automatically turn the machine on when paper or CDs are detected. This reduces energy consumption when idle. Finally, the device has a multi-functional control key with a reversing function and a shred-bin level indicator. The indicator alerts users when the shred bin is almost full, and prevents overfilling, which causes jams and malfunctions.
The MBM Destroyit 2603/2 SMC High Security Paper Shredder
Key Features
- Security Level: Level 6/P-7
- Shred Size: 0.8 x 5 mm
- Throat Size: 10.25”
- Sheet Capacity: Up to 11 sheets
- Cut Type: High Security
Our MBM Destroyit 2603/2 SMC High Security Paper Shredder has been assessed by the National Security Agency (NSA), and is on its NSA/CSS Evaluated Products List for Paper Shredders. The machine has exceptional shredding capabilities, and is a package deal. When you purchase this shredder, you will also receive an automatic oiler with a 1 gallon capacity, a 2 gallon case of oil, and a case of 50 bags. This machine is a micro cut paper shredder, and tears paper apart into tiny 0.8 x 5 mm particles. It can shred up to 11 sheets at one time.
An advantage of the Destroyit 2603/2 SMC is that it is one of the safest shredders to use. It has a Safety Protection System (SPS) that prevents accidents during operation. Two features of the SPS are the transparent safety shield over the feed opening and automatic power cut-off. The transparent safety shield is a physical barrier that protects users from potential injury by keeping hands or objects from accidentally interacting with the shredding mechanism. The automatic power cut-off feature turns off the shredder when the shred bag gets full, or if the cabinet is opened. By cutting off power in these situations, the cutting mechanism instantly becomes inactive. This allows the user to avoid danger while operating the shredder or when it is not enclosed.