Businesses collect a tremendous amount of confidential information. Employee records, customer files, financial documents, medical information, tax records, contracts, applications and even everyday paperwork can contain information that should never end up in the wrong hands.
That is where document shredding compliance comes in.
Document shredding compliance means having procedures in place to securely destroy confidential information when it is no longer required. It isn’t simply about putting papers through a shredder. A compliant document destruction program considers how sensitive documents are handled, stored, transported and ultimately destroyed.
For businesses, secure shredding is an important part of protecting confidential information and demonstrating that reasonable steps are being taken to prevent unauthorized access.
Why Is Document Shredding Compliance Important?
Depending on the type of organization and information involved, businesses may be subject to federal or state privacy and data protection requirements.
Healthcare organizations, for example, must protect certain patient information under HIPAA. Businesses handling consumer information may have obligations under laws such as FACTA, while financial institutions, employers and other organizations may have additional requirements based on their industry and location.
The specific rules vary, but the basic principle is straightforward:
Confidential information should be protected throughout its lifecycle, including when it is being disposed of.
Simply throwing old documents into the regular garbage or recycling bin can create unnecessary risk.
Once documents are no longer needed, they should be destroyed in a manner appropriate for the sensitivity of the information.
What Documents Should Be Securely Shredded?
One of the biggest challenges with document shredding compliance is deciding what is confidential.
There are obvious examples, such as medical records and documents containing Social Security numbers. But confidential information can appear on many everyday business documents.
Examples include:
- Customer and client records
- Employee and personnel files
- Payroll information
- Medical and patient records
- Tax documents
- Bank and financial information
- Credit applications
- Legal files
- Contracts
- Account information
- Insurance records
- Internal business reports
- Documents containing names, addresses, phone numbers or other personal information
Because employees may not always know which documents require secure destruction, many organizations adopt a Shred-All policy.
Instead of asking employees to decide whether a document is confidential, unwanted paperwork is placed into a secure shredding container. This can simplify compliance and reduce the possibility of sensitive information accidentally being thrown into the trash.
Compliance Starts Before the Documents Are Shredded
A good shredding program doesn’t begin when documents reach the shredder.
It begins with how they are handled inside your organization.
For ongoing shredding programs, FileShred can provide secure containers that allow employees to dispose of documents throughout the workday. Instead of confidential paperwork accumulating on desks or being placed into open recycling bins, documents can be deposited into designated secure containers.
The containers are then serviced according to an agreed schedule.
Depending on the needs of the organization, shredding service can be scheduled weekly, every other week, monthly or on another appropriate schedule.
Businesses that don’t generate enough paper for scheduled service can also use one-time or on-demand shredding services.
What Does a Compliant Shredding Service Look Like?
There are several things businesses should consider when selecting a document destruction provider.
The shredding company should have appropriate security procedures, trained personnel and professional destruction equipment. Businesses should also understand exactly what happens to their documents after they are handed over to the shredding provider.
FileShred is NAID AAA Certified, an important distinction for organizations performing their due diligence when selecting a document destruction company.
With FileShred’s mobile on-site shredding service, your documents are brought directly to our shredding truck at your location. Our equipment lifts the security container and empties the documents directly into the industrial shredder.
Your documents are destroyed before our truck leaves your property.
Customers can even watch their documents being destroyed using the viewing system on our shredding truck.
After the service is completed, FileShred provides a Certificate of Destruction documenting that the shredding service was performed.
What Is Due Diligence When Hiring a Shredding Company?
Compliance isn’t only about destroying documents. Organizations should also perform appropriate due diligence when selecting vendors that will handle confidential information.
Don’t assume every company offering shredding services operates the same way.
Ask questions.
How are employees screened? Where will your documents be taken? When will they actually be shredded? Can you witness the destruction? Does the company follow recognized security standards? What documentation is provided after the service?
Working with a NAID AAA Certified shredding company can help organizations demonstrate that they took their vendor selection responsibilities seriously.
Create a Written Document Destruction Policy
Businesses should consider establishing a written records retention and destruction policy.
The policy can identify:
- What types of documents must be securely destroyed
- How long different records should be retained
- Where documents awaiting destruction should be placed
- Who is responsible for managing the shredding program
- How frequently secure containers should be serviced
- What happens when a legal hold or other retention requirement applies
- How destruction is documented
Retention requirements vary depending on the type of record and organization. Documents should not automatically be destroyed simply because they are old. Businesses should first determine whether legal, regulatory, contractual or operational requirements require the records to be retained.
Once documents have reached the end of their required retention period, secure destruction becomes the final step in the information lifecycle.
FileShred Makes Compliant Document Shredding Easy
Document shredding compliance doesn’t have to be complicated.
FileShred provides secure on-site document shredding for businesses and organizations throughout Connecticut and the Springfield, Massachusetts area.
We offer both one-time shredding and ongoing scheduled shredding programs, allowing each organization to choose a service that works for the amount of paper it generates.
With FileShred you get:
NAID AAA Certified document destruction. On-site shredding at your location. The ability to watch your documents being destroyed. Secure shredding containers for ongoing programs. Certificate of Destruction after service. Flexible Monday through Saturday scheduling. One-time and recurring shredding options. No unnecessary preparation of your documents. Transparent pricing without surprise surcharges. Recycling of the shredded paper after secure destruction.
Most importantly, we do the work.
Whether you have a few boxes of confidential documents, an office filled with old files or multiple locations requiring an ongoing shredding program, FileShred can develop a secure document destruction solution for your organization.
Have Questions About Document Shredding Compliance?
Don’t wait until confidential documents are piling up around your office to think about secure disposal.
Call FileShred at 860-261-9595.
We’ll explain how our shredding services work, help you determine the best option for your organization, provide a straightforward quote and schedule your service for a convenient day.
FileShred — Secure Shredding. Simple Service. Compliance Made Easier.
