Is your office shredding papers often enough? Or is a full shred bin putting your business at risk?
In 2023-24, BC’s privacy office got 411 reports about leaked private data. These leaks happen when papers get stolen, lost, or shared with the wrong people.
This guide shows you how often Vancouver businesses should shred. We look at your industry, how much paper you use, and what BC law says.
You will learn what BC’s privacy law (called PIPA) says you must do. We also have a chart that shows how often each type of business should shred. By the end, you will know the best schedule for your office.
How often should a Vancouver business shred documents?
Most Vancouver businesses should shred papers at least once a month. Busy offices like doctor’s clinics, law firms, and banks often need weekly or every-two-week pickups. Smaller businesses may only need service every three months if they also use a locked bin.
BC’s privacy law (PIPA) does not give an exact timeline. But it does say you must destroy private info “as soon as it makes sense” once you no longer need it. A set schedule takes the guessing out of it. It also gives you proof that you shredded on time.
→ Compare options for commercial shredding services in Vancouver
What BC Privacy Law Says About Destroying Documents
BC has a privacy law called PIPA. It tells businesses how long they can keep private info. The law says you must destroy data, or make it so no one can link it to a person, once you no longer need it.¹
The law does not say exactly how long to keep papers. It just says to destroy them in a “fair” amount of time. Your business must decide when papers are no longer needed. Once that time comes, you must shred them.
Keeping papers too long is risky. Every extra box of old files adds to your chance of a data leak. The longer you hold on to private info, the bigger the problem if something goes wrong.
BC’s privacy office takes this seriously. Businesses that do not destroy records the right way can face fines up to $100,000. This is true even if the mistake was an accident.
We have helped Vancouver offices that kept seven years of payroll records “just in case.” Most of the time, this just added risk with no real benefit. A regular shred schedule helps you follow the law.
Now you know the law says you must destroy papers. Next, let’s see how often most Vancouver businesses need service.
Shredding Schedule Chart by Business Type
How often you shred depends on your business type and how much paper you use each week. Use this chart to find a good starting point. These tips work whether you are in downtown Vancouver or the Surrey and Fraser Valley region.
| Business Type | How Often to Shred | Notes |
| Doctor and dentist offices | Weekly or every two weeks | Patient forms, insurance papers, and test results pile up fast |
| Law firms | Weekly when busy, every two weeks otherwise | Case files and client letters have private details |
| Accounting firms | Weekly in tax season, every two weeks the rest of the year | Money records need extra care |
| Regular offices | Monthly | Normal office papers and staff files |
| Stores and shops | Monthly | Customer info and sales records |
| Schools and daycares | Monthly during school, plus a big clean at year end | Student records and parent contact info |
| Nonprofits | Monthly, plus a big clean each season | Donor info and volunteer records |
| Home businesses | Every three months | Less paper, but still needs safe disposal |
Some things may mean you need to shred more often. A bigger team means more staff papers. More customers means more forms to fill out. If you have an audit coming up, you may want to clear out old files first.
If your bins fill up before your next pickup, that’s a sign to shred more often. Papers sitting in full bins are easy targets for data theft.
Signs You Need to Shred More Often
Not sure if your current schedule works? Here are warning signs that you need more pickups.
•Bins or bags are too full and sitting in the open.Papers in hallways or break rooms can be seen by anyone. This makes it easy for someone to steal them or see private info by mistake.
•Staff are keeping papers at their desks.When workers keep private papers in desk drawers because the shred bin is full, that’s a problem. Private info should never sit out in the open.
•You have no written rules or records.If your team can’t say when papers were shredded or who did it, you have a gap. The law expects you to track how you handle private info.
•Your business grew but your shred schedule stayed the same.Did you hire more staff? Open a new location? Add a new service? More work means more paper. Your shred schedule should grow too.
•Papers sit for months before being shredded.Shredding every three months works for small offices. But if you make dozens of pages each week, waiting that long is too risky.
When we visit offices, we often see unlocked boxes under desks or in closets. These are easy to fix, but they stay risky until you do.
If any of these sound like your office, the next step is to pick the right service.
→ Not sure where you stand? Get a shredding quote for your office
Shredding Service Options for Vancouver Offices
Once you know how often to shred, the next step is to pick how. Vancouver businesses have a few choices based on how much paper they have and what they can spend.
Scheduled pickup serviceworks best if you have a steady flow of papers. A truck comes on a set day each week, every two weeks, or each month. You fill your locked bin between visits. A trained driver does the rest. This keeps shredding easy and gives you a record of each pickup.
On-call or clean-out serviceis good for busy times or one-time jobs. Moving offices? Closing old files? Cleaning out a storage room? This service handles a lot of paper in one visit. Many businesses use it along with regular pickups.
Drop-off shreddingcosts less and works if you don’t have much paper. You bring your papers to a safe spot and watch them get shredded. This is great for home businesses or small offices with just a few pounds of paper each month.
On-site vs. off-site shreddingdepends on what feels safest to you. On-site means a truck comes to your place and shreds right there. You can watch it happen and get a certificate right away. Off-site means papers go to a secure building to be shredded. Both follow the law, but on-site destruction lets you see the whole process.
Locked bins between pickupscut risk no matter which service you pick. These bins keep papers safe from the time staff drops them in until the truck comes. No more bags or boxes sitting in open spots.
Once you pick a service, setting up a schedule is easy.
How to Make a Shredding Schedule That Works
A shred schedule only works if your team sticks to it. These steps help you build a routine that lasts.
1. Track your paper use for one month.Before you pick a schedule, see how fast your bins fill up. Count how many bags or boxes you make each week. This helps you pick the right plan from the start.
2. Put one person in charge.One person should own the process. This could be an office manager or front desk worker. Their job is to watch bin levels, book pickups, and keep records.
3. Ask for a certificate after every pickup.This paper proves when and where your records were shredded. Keep these for at least six years to match CRA rules. They show you followed the law if anyone asks.
4. Put locked bins where people walk by often.Make it easy for your team to drop papers safely. Bins near printers, copy machines, and the front desk help build good habits. When shredding is easy, people do it.
5. Check your schedule once a year.Business needs change. A yearly review helps you adjust based on team size or how busy you are. Don’t wait for full bins to tell you there’s a problem.
We suggest starting with monthly service. After 90 days, check how full your bins get and adjust. Most Vancouver offices find their groove in the first few months.
→ Ready to set your schedule? Reach out for commercial shredding services in Vancouver
Source
1. Personal Information Protection Act, SBC 2003, c 63, Section 35. Government of British Columbia. https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/03063_01
