Office Shredders - Kensington

Are you doing everything possible to reduce the risk of data breaches?

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When thinking about how to protect company information, cybersecurity best practices such as second-factor authentication or next-generation firewalls are usually top of mind. However, these measures should be pieces of a larger strategy, one that also has physical security components, including office shredders.

How office shredders strengthen data protection

Even in the age of ubiquitous digital information, paper records are far from passé. Mail and physical contracts, among other items, remain essential to many workflows and must be handled and disposed of with care. Left unsecured, these records can expose sensitive details such as protected health information, which is why it’s important to shred them and any other confidential documents as needed to render their contents indecipherable.

Office shredders ensure compliance with applicable regulations, help prevent identity theft and lessen the risk of a costly data breach. But how can you select the right shredder for your organization’s use case?

There are many criteria to consider with any office shredder. Let’s look at 10 questions to ask when evaluating your options.

1. What is its DIN security level and paper cut style?

Shredders are classified into different security levels, based on the size of the paper particles once a shredding operation is complete. Each level in the official DIN standard requires a minimum particle size and cut type.

DIN P-1 and P-2 specify strip cuts, P-3 and P-4 cross cuts and P-5, P-6 and P-7 micro cuts; particle sizes become progressively smaller as the security level number increases. All paper shredders fit into one of three categories based on those cut types: strip cut, cross cut and micro cut.

For safe disposal of confidential records containing sensitive information, it’s generally advised to use at least a P-3 shredder. Cross cut and micro cut office shredders generate much smaller particles than strip cut shredders, making it less practical for anyone to interpret or reconstruct the shredded document. For example, A P-3 shredder cuts an A4 piece of paper into approximately 312 particles, vs only 36 particles for a P-1 shredder.

The general cut level breakdown is as follows:

• Strip cut: Large particles, low security, levels P-1 and P-2
• Cross cut: Medium-sized particles, higher security, levels P-3 and P-4
• Micro cut: Small particles, highest security, levels P-5 through P-7

P-4 Cross Cut

The right selection of cut style will depend upon the security and compliance requirements of the office. For a home office, a relatively low security level may be sufficient since there likely aren’t any stringent regulations in place and the documents being handled probably won’t be prime targets of thieves attempting to reconstruct them.

In contrast, the higher security of a crosscut or micro cut shredder is necessary for businesses. Organizations can’t risk having readable documents fall into the wrong hands. A pivotal scene from the Oscar-winning film “Argo,” in which simple strip cut shredded intelligence photographs are carefully reassembled, shows the danger in this regard.

P-5 Micro Cut

According to the Ponemon Institute, the average breach costs almost $4 million and involves more than 25,000 compromised records. High-security office shredders can mitigate this risk by ensuring that paper records are systematically disposed of and not left exposed to prying eyes.

2. Does it have manual or auto feed?

Manual-feeding shredders require documents to be fed by hand in relatively small batches. In contrast, auto feeding models allow larger batches of paper to be inserted into a tray or compartment to be shredded without user assistance, freeing up the user’s time.

Security is not an issue if you choose an auto feed shredder with a security PIN locking feature, which allows a user to safely walk away while even a very large job is completed. A manual feeding shredder would require more hands-on attention.

3. What is its run time and cool down time?

Paper shredders are powerful machines and generate significant heat in the process of shredding documents. That heat limits how long they can run before needing to cool down, similar to how a PC needs a fan or heat sink or else it will shut down from overheating.

Office shredders have a wide range of possible run times and corresponding cool down periods. Simpler models may be able to continuously shred documents for fewer than 10 minutes before an extended break is required. On the other end of the spectrum, higher-performance, heavy duty shredders can run uninterrupted for hours.

While cutting documents into smaller particles to meet the requirements for high security levels like P-5 generates more heat, micro cut shredders don’t necessarily need longer cool downs than less intensive cross cut or strip cut machines. The run time and cool down time both depend on the technical specifications of the office shredder in question.

4. What is its sheet capacity?

A very basic paper shredder can handle only a few sheets at a time. This low capacity is fine if someone only needs to shred the occasional sensitive document from time to time and isn’t in need of bulk record disposal.

If an office does require more scalable shredding capacity, some shredders can load hundreds of sheets at a time. Kensington’s OfficeAssist Auto Feed A Shredder can handle 600 sheets of paper in one pass, cross cutting them into P-4 particles while running for up to two hours continuously.

5. What is its bin capacity? 

Regardless of how many sheets of paper it can handle at once or its run time or security level, an office shredder will eventually need to be emptied. Its shredded materials accumulate in a removable bin, with a capacity measured in gallons and/or sheets.

Larger bins mean less frequent emptying, saving time in offices in which high-volume shredding is a regular occurrence. Look for a shredder that includes indicator lights that conveniently show when it’s time to empty the bin.

6. What can it shred in addition to paper?

Paper is inevitably the medium most closely associated with shredding, but it’s not the only material that will need to be routinely destroyed in order to ensure comprehensive data security. Credit cards, optical discs (CDs, DVDs and Blu-ray Discs), glossy posters and brochures, and even mixed media junk mail contain information that shouldn’t be left out in the open.

Heavy-duty paper shredders can process these items just like paper. For example, they can reduce optical media to tiny plastic strips that wouldn’t be reconstructible or readable by any compatible player.

At the same time, they may also be able to take care of any staples and paper clips still attached to a paper document. That saves time, as documents can be fed as-is into the shredder without having to devote lots of time to removing tiny pieces of metal by hand.

7. What kind of anti-jam and preventative maintenance features does it offer?

Paper jams are a constant concern with shredders, as they can bring document destruction to a complete halt. Every office shredder will contain some features for preventing jams, but the implementation will vary between models.

The simplest anti-jam mechanism is a reverse button that helps push the paper in the opposite direction and clear any obstructions from the blades. More sophisticated shredders include automated technology that reverses the blades if the machine detects that too much paper is being inserted.

Such shredders may also perform blade reversals after completing each job. Combined with features such as self-lubrication to ensure smooth operation, this capability makes a shredder easier to maintain.

8. How noisy is it?

Shredders have the potential to be very noisy. That’s why it’s important to find a model with a relatively quiet motor that can run in an office environment without creating major distractions in the workplace. Kensington shredders operate under 65 decibels, which is the noise level of an average business office.

9. What safety features does it offer?

Office shredders must be operated with care, especially if children or pets are nearby. Built-in safety features can reduce risk. A shredder with a PIN can be locked until its current operation is complete, preventing anyone else from opening it and possibly cutting themselves.

10. How energy-efficient is it?

In-office appliances can consume significant amounts of electricity that may drive up overall operating costs and have significant environmental impact as well. Energy-efficient paper shredders can help curb power usage and promote eco-friendliness, through features that put them to sleep automatically when they’re not in use. Once someone needs to begin a job, the shredders then quickly reactivate to save time.

Where to start the office shredder purchasing process

In addition to the above criteria, cost is always a relevant consideration when evaluating different office shredder options. To serve offices of all sizes, Kensington offers shredders that fit into a wide variety of budgets and meet a full range of requirements for security, speed and capacity.

Infrared Camera Side Mount on Scrap Metal Shredder Feed Chute — a K2 Castings project.

To ensure the best possible throughput, your shredder operator needs the best possible view of the material entering the shredder. It’s why you’ll often see shredder control cabs mounted to a tower; the set up allows the operator to peer into the infeed and get the last possible glimpse of the feedstock before it enters the shredder.

If you want to learn more, please visit our website Automotive Parts Shredders.

The view from this point of entry allows your operator to adjust the feed to keep the shredder operating right in the sweet spot. Too slow of a feed and you’re giving up productivity, too fast and you risk jams and incomplete shredding.

It’s tempting to place your operator’s chair as close to the mouth of the shredder as possible, and while this position gives the operator the most direct view, one can achieve just as much, if not more, with cameras.

When properly located, a camera can give your operator a near direct view down the throat of your shredder. Additionally, close-up views of the output can give him the information he needs to produce the highest quality shred, as well as knowing when the hammers need replacement.

Not only that, but FLIR cameras, properly utilized, can give your operator a view through the steam produced in a shredder with water injection, while also giving him an intuitive sense for the temperature of the machinery, without the need to be staring at dials.

Additional reading on the K2 blog: Infrared Camera Positions for Shredder Infeed.

Your wear parts have been doing a great job for many tons of production.  After several years, it’s time to replace your shredder rotor.  What are your options and what exactly do you need to plan the job?  How do you start finding a replacement?  Here’s some information and explanation to get you started.

Find your rotor arrangement drawing.  The drawing shows the entire rotor and describes its major dimensions, weight, shaft size and general assembly.  With this drawing, a rotor builder understands the style and quantities needed to build a rotor.

They can estimate materials and general time needed, enabling them to provide you a quote.  You need to describe what it is you are buying. A picture is worth a thousand words.  Here is a rotor template drawing from PG&H if you need to make your own.

Describe your hammer and hammer pin size.  A drawing with some basic dimensions is ideal. If you don’t have one, go to our quote page and download the hammer template you need (such as bell hammer) and use it to describe your hammer.  The rotor builder needs to confirm your hammer swing radius, thickness, and pin hole size.  Provide them hammer pin diameter and length.  We have a template for hammer pins as well.

Get with your operating crew and determine the specific needs at the shredder.  Yes, you need a new rotor, but what else?  Here are the common replacement items for a rotor change out.

Bearing housings

These hold the bearings and attach the rotor shaft to the shredder.  They get worn and damaged as well.  If in good shape they can be renewed.
You should have a spare set on hand and can plan to use them.  If they have yet to be renewed, get them cleaned up and sent out to a shop that can build them up and machine them to restore a secure fit.

Oil seals

Seals keep the lubricant inside the bearings housings.  They are long lasting, but always replace with new during a bearing change.

Rotor bearings

Generally spherical tapered roller bearings are used.  You should have a spare set on hand.  If you need a fresh set, order early as lead times can vary by many weeks.  Be sure your spare set is well stored and free of minor rust and dirt.  Larger machines have oil cooled bearings, smaller mills may use greased bearings (not needing an oil re-circ system).

Coupling device

A means to connect the drive shaft to the rotor.  You may be able to remove the old one and reuse it, use a spare, or plan on having a new one made by your rotor shop.

Drive Shaft

You will have the rotor out, so it’s the right time to service your drive shaft.  Plan for it.

Bearing Base Plates and Shim Kit

The saddle is the mounting area on the shredder base where the bearing housing sits to anchor the rotor to the shredder itself.  These surfaces are subject to wear themselves.  The bearing housings should wear first, but in reality, both wear.  The saddles will have to be cleaned and ground flat.  The bottoms of the bearing housings will be milled flat in the shop.  A steel base plate is used when you need to make of the difference in height from the wear of these two surfaces.  A shim kit is useful for rotor alignment.  It is a set of pre-cut metal shims to help you adjust rotor height when aligning the rotor drive train.

Thermocouples and Instrument Wiring

Oil cooled bearing generally have a temperature monitoring probe on the bearing oil. Often the probes and wiring will be damaged after years of shredder service.  If they need to be replaced, plan for it now.

Bearing oil piping, hoses, fittings

Similarly, your bearing oil delivery system takes abuse over the years.  You may need to replace piping or use fresh hose.   You might want to get the bearing oil pump & reservoir cleaned and serviced during the rotor change as well.

Bearing bolts

The studs or bolts that hold down the bearings to the saddle base should generally be replaced.  Bolts are made to have a certain amount of stretch.  Once they have stretched and done their job, they don’t stretch and hold quite the same the next go around.  Its a finer point and often, the bolts or studs are often reused.  It’s best if you change them.  Often the threads and nuts get damaged, so a fresh fastening system is good.  After spending so much to  replace the  rotor, you’re are going to cut corners elsewhere in the installation?  Just saying.

You have your shopping list.  Go find yourself a rotor and replacement supplies.   Call you your Original Equipment Manufacturer or one of the replacement builders out there, such as PG&H Engineering.   Contact us if you need some advice.

Early is a tough time to be in the shredding business. Scrap prices continue their deep dive while the input side of the business tries to adjust to the change in value.  It may be the sign of a fundamental reset in the value of scrap.  Obsolete scrap volumes may lag for some time until the economics of disposal and transport become clear.  If you are running a shredder on a limited schedule, can you safely defer routine maintenance?

What do we mean by routine?  They are the habitual tasks that are part of best practices.  They are the small things you know are important, but are tempted to defer because of limited run time or available maintenance hours.  And they are normal maintenance expenditures you might be tempted to put off until better markets return.  Skipping what you know works isn’t ‘adapting’ to new realities but a mentality that will cause more costly problems down the road.

Everyone just needs to take stock of their current production requirements and adjust upon facts, not guesses. The plain truth of the matter is the shredder has to be opened and looked at after every production shift.  Inspecting the box is a matter of routine, not tons.  Who has not had a problem in the first part of a production shift? There may be a piece of scrap jammed in such a way it will pop off end caps or bind the rotor during start up.  Inspecting after each production shift helps you plan for regular maintenance and reduces the chances of surprises.

Everything needs to be checked, despite reduced manning and run hours.

• bolts have to be tightened
• liners have to be replaced when wore down
• feed rolls have to be cleaned of scrap and maintained
• hammers need to be flipped, moved, or replaced
• check the distance between hammers and grates & anvils
• Non-ferrous recovery systems need regular checks to be sure they are fully functioning

Grates have to be checked for proper distance from the hammers to be sure you are getting the best density and non ferrous recoveries from your processing.  The anvil to hammer distance keeps cutting and sizing working to ensure efficient throughput in the mill. Many things are checked on each shift that influence how well the shredder performs and keeps production costs in line with expectations.

Planning ahead on vital spares and replacement parts cannot be deferred too far into the future.  If you shred, often you will need it sooner than you think.  Rotors, motors, bearings can fail at the least opportune moment.  Ordering ahead of time and using your labor hours in a pre-determined way helps keep overtime and costs level.

In the business of shredding scrap, not everything works out as expected.  Despite economizing on maintenance and repair, you know where you can defer and where you can’t.  Go with the things you know work best. It will save you headaches and money in the long run.

Keep your shredder drive motor breathing clean air.  Change out the air filters!  Whether running an electric motor or reciprocating engines in the heat of the North American summer, you need max air flow.   If you have a closed water cooled system, make sure the heat exchanger externals are clean.

Even if you have an outdoor air cooled motor, you likely have a filter within the motor enclosure.  Check it monthly if not more.  Motors outside of buildings are often subject to more dust and dirt than those housed in buildings.

If your motor is housed in a building, keep it positive pressured to cut down on dirt and dust.  Many motor rooms have a negative pressure, noticeable when you first open the door.  Dirty intake filters and obstructed vents are the first place to look.  If that doesn’t do it you need to study the situation and find out why your exhausting more air than your drawing in.  Keep in mind the answer if often add more air in, but there is a practical balance for each installation.

Your shredder’s motor protection relay is monitoring stator air temps and trying to keep the motor temp below the point the motor’s insulation suffers most.  To cool the motor, that means it’s turning without load, limiting your ability to shred.  A clean motor and clean filters will make for more effective cooling.

The photo below is from a dirty air cooled motor.  The build up in the stator is combustible fine shredder fluff and dirt.  It’s plugging up the stator section, preventing air flow through the motor.

The motor was in the shop due to a motor fire.  You can guess the cause.?

Filter media can be expensive and a chore to change weekly or monthly.  But it is preferable to downtime and damage.

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