The Process & Importance of Destroying Confidential Business Assets

Your business records are assets that deserve to be protected. All too often a priority is placed on safeguarding “live” records; documents that are currently being used. But your expired data is just as susceptible to theft. Because it is set aside and no longer used doesn’t mean that it won’t be stolen and misused.   This means you need an ongoing process for destroying all confidential documents within your business that have reached end of term.

Why in-house shredding processes fail

Limited time and resources prevent business records from being destroyed on time.   Let’s face it, removing paper clips, staples and binders from files and standing over a shredding machine doesn’t produce revenue for your business. Instead, it eats up valuable employee time and takes focus off of other business objectives. As a result, documents may go days, weeks or even months without being shredded.

Professional shredding methods

A professional shredding service provides a destruction process that enables confidential records to be shredded on-time and in the most secure manner.   The process begins with the collection of confidential paperwork. Locked security containers and/or consoles are delivered to your facility. These are placed at the most strategic collection points within your office, to facilitate fast and easy disposal of no longer needed, sensitive files.

On a scheduled or as-needed basis, a screened, uniformed and insured shredding technician collects the shred collection containers that have been placed in your office.   Shredding technicians follow regimented chain of custody procedures that ensure the confidentiality of your records from the time they are collected to final disposition. Once, your records have been collected they are either shredded on-site at your facility or off-site at a shredding plant based on your preferences.   Both methods offer:

  • Industrial-strength shredding equipment
  • Monitored destruction
  • NAID AAA certified shredding standards

A professional shredding service also ensures destroyed paper is recycled and reused.   After destruction, all shredded paper is baled and shipped to an authorized recycling partner. All material is recycled into widely used consumer and business products.

Proof of shredding

One of the most important parts of the professional shredding process is the issuing of a Certificate of Destruction.   A Certificate of Destruction ensures that all shredding has been securely carried out and should include:

  • Date and location of destruction
  • Destruction witness information
  • Invoice or transaction number

A Certificate of Destruction provides legal proof that records have been destroyed in accordance with legal requirements and can be used to show compliance with HIPPA, FACTA, SOX and GLB.

Added benefits of shredding and destruction

Ensuring the privacy of business and client data is the main reason for implementing an information destruction program. But along with that, there are added benefits that also come with paper shredding:

  • Reduced records storage costs
  • Increased corporate compliance
  • Decreased litigation risks

In addition, the destruction of your documents should align with your business retention requirements and comply with all federal, state and local laws. Be sure to take that into account as you establish your process for the secure destruction of your confidential documents.

Pacific Records Management provides businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties with NAID AAA Certified document shredding solutions. For more information, please contact us by phone or fill in the form on this page.

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