A paper shredder is a machine that cuts paper into strips or tiny particles. Admissions teams at educational institutions use shredders to destroy and safely dispose of private and confidential documents. The admissions teams at colleges have an important role since they meet prospective students, and make a decision if these students should be admitted to their school.
Their responsibilities include reviewing applications, interviewing candidates, making admissions decisions, recruiting new students, marketing the college, managing scholarships and financial aid, handling admissions questions, and analyzing acceptance rates and enrollment statistics.
They manage sensitive information, that when becomes outdated or expires, has to be securely shredded to protect privacy and maintain compliance with data protection laws like the Family Educational Rights and Privacy Act (FERPA). Here is a list of 10 ways admissions teams at colleges can use shredders to safely destroy outdated, but privileged information.
1. Shredding Applicant Information
College admissions teams should use a shredder to destroy applicant information since it prevents identity theft. Applicant information includes completed application forms and any accompanying documents like personal identifiers such as social security numbers, addresses, and contact information. Identity theft is a type of fraud where someone steals another person’s information without their permission. The motive for identity theft is financial gain or access to benefits in the victim’s name. As a result, when college admissions teams shred applicant information, they safeguard individuals’ privacy.
2. Shredding Academic Records
Admissions teams in higher education should use a shredder machine to legally adhere to federal laws and state regulations. The academic records that students submit in the admissions process are transcripts, standardized test scores, and letters of recommendation. FERPA is a federal law that requires the protection of student education records in all educational institutions. Properly discarding academic records through shredding conforms with FERPA guidelines.
Depending on which state universities are in, there could be additional regulations that also govern disposing academic records. Shredding establishes compliance with these regulations by securely wiping out academic records that are no longer legally required to be retained.
3. Shredding Financial Information
Admissions teams at universities use financial information to analyze an applicant’s eligibility for financial aid, scholarships, and other financial support. Examples of financial information are tax returns, W-2 forms, and bank statements. The applicant or their family has to provide this data. If financial information is left unsecured, it can be used for fraudulent activities, such as unauthorized transactions or the opening of new credit accounts. Purchasing a shredder to tear apart these documents reduces the possibility of financial fraud.
4. Shredding Admissions Correspondence
Admissions correspondence consists of any internal or external correspondence connected to specific applicants. It is made up of emails, memos, and decision letters. Implementing shredders to rip apart these records maintains confidentiality. This is because shredding guarantees that these conversations will not land into the wrong hands. If admissions correspondence is leaked, it could ruin someone’s name or cause disputes. Therefore, shredding this information sustains the integrity of the admissions function.
5. Shredding Internal Reports and Analytics
College admissions teams use internal reports and analytics to improve their decision-making approach. This data describes application trends, patterns, acceptance rates, marketing strategies, and measures outcomes. When they are no longer relevant or have to be updated, internal reports and analytics should go through a shredder and be exterminated. The reason for this is because if the information is released illegally, it can be exploited by competitors or could alter the public image of the school. Secure document destruction through shredding allows internal reports and analytics to remain secret.
6. Shredding Waitlist and Denial Documents
Waitlist and denial documents are papers that are associated with waitlisted and denied applicants. They contain internal evaluation notes and official notification letters. College admissions teams should use shredders to obliterate these records to avoid information misuse. If waitlist and denial documents are disclosed to unauthorized individuals, then this could lead to unintended consequences. Shredding puts a stop to this type of fraud.
7. Shredding Testing Materials
Testing materials are printed materials that are used for admissions testing or interviews that have applicant responses or evaluator notes. They include exam papers, answer sheets, and scoring guidelines. Admissions teams at universities should obtain shredders to extinguish these materials to ensure prospective students cannot gain access to this information in advance of testing. Shredding testing materials ensures the integrity of the testing process.
8. Shredding Enrollment Documents
Enrollment documents that have details on students who agreed to attend the school, or who have withdrawn their application should be shredded. Schools perform ethics by managing and eradicating these records since they are sensitive documents. If these documents are mishandled, colleges can have their reputation damaged. Disposing of these documents upholds institutional integrity, and builds trust with students, parents, and the public.
9. Shredding Visitor Logs and Inquiry Forms
When visiting college campuses, prospective students fill out visitor logs and inquiry forms, and write down their contact information. Visitor logs and inquiry forms are targets for criminals searching for personal information. Shredding these papers is critical because it reduces the possibility of identity theft and fraud. In addition, these documents take up enormous physical storage space in college admissions offices. Shredding optimizes and opens up space.
10. Shredding Security and Access Records
College admissions teams use security and access records to verify the legitimacy of applicants’ submitted documents. They consist of any security checks, background checks, or access logs to secure areas or systems containing classified admissions information. This can include data on staff, students, and visitors. However, retaining security and access records increases the risk of data breaches. Demolishing these records through shredding prevents them from potentially being misused to gain unlawful access or for other nefarious purposes.
Our MBM Destroyit 4002 Cross Cut Shredder Bundle
Our MBM Destroyit 4002 Cross Cut Shredder Bundle comes with the MBM Destroyit 4002 Shredder and a gallon conversion kit. This shredder is Security Level 3/P-4, and shreds paper into a particle size of 3/16” x 1-1/2." It can shred 25 feet of paper in one minute, and is meant for environments where massive volumes of paper need to be shredded rapidly, like busy offices and industrial settings. It can hold up to 26 sheets of paper at one time. The machine has Electronic Capacity Control (ECC), which is also known as a feed meter.
The feed meter has a light, and it rises as the paper level increases down the shredder’s throat width. The more paper you place in the shredder, the higher the light meter becomes. When the light hits the red zone, it signifies the possibility of a paper jam. As a result, you will be able to watch for and avoid paper jams when you see the red warning light.
The office shredder has an electronically controlled, transparent safety shield which stops users from accidentally coming into contact with the cutting blades while placing paper in the feeder. It also stops any unnecessary items, like a metal object that can destroy the cutting head, from going down the throat of the shredder when the shield is lifted.
The gallon conversion kit includes a custom bracket for jugs of shredder oil, as well as 2 gallons of shredder oil. Our oil is high-viscosity specially engineered shredder oil, and is created just for this product. It lubricates the cutting shaft, while simultaneously cleaning the harmful buildup of paper dust that can wear on the shredder’s internal components.
Our HSM Securio P36i Cross Cut Shredder
Our HSM Securio P36i Cross Cut Shredder shreds paper to the shred size of 3/16” x 1-1/8." It can destroy 31 sheets of paper at once, and makes 517 cross cut particles per page. The device has a solid steel cutting cylinder that shreds paper along with staples, paper clips, credit/store cards, CDs/DVDs, and floppy disks. In fact, it has two slots - one for paper, and one for media. These separate slots make waste disposal easy.
The machine has a continuous duty motor, which is a motor that is created to run continuously without the need for frequent cool-down periods. This reduces the risk of overheating, and is suitable for large offices or environments with high shredding demands. It also has a longer lifespan than other motors.
In addition, the shredder has an Energy Management Control System (EMCS), which optimizes the energy efficiency of the shredder. When the EMCS is activated, it automatically switches to standby mode after a period of inactivity. It reduces power consumption by up to 90%. To turn on the shredder again, the user can press the power button on the multifunctional control, or start feeding the paper. Furthermore, the device has Whisper Shred technology, which is a feature produced to minimize noise levels when the shredder is in use. This shredder is perfect for a quiet college admissions office, and can be used with our Whitaker Brothers 6 Pints of Shredder Oil.
