Secure document destruction is a necessary step in document management. From financial services and educational institutions to healthcare systems and law firms, professional organizations generate records with sensitive information that must remain protected. Through shredding services that prioritize compliance and high levels of security, organizations can more easily adhere to necessary laws and regulations at the federal, state, and local levels.
When working with a professional document shredding provider, they can provide documentation that serves as proof of compliance in regards to the destruction process. This documentation is called a certificate of destruction.
What is a Certificate of Destruction?
A certificate of destruction is a formal document containing detailed information about the destruction of your documents. This document ensures that the destruction process complies with all relevant security laws. Certificates of destruction can help protect organizations in the event of audits, emergencies, or legal action.
When working with a professional shredding company, it’s important to know if they detail every step of the shredding process and document it for you via a certificate of destruction. Make sure to ask about this before hiring a professional shredding company to handle your sensitive documents.
What Does a Certificate of Destruction Contain?
With certified shredding providers, you’ll often receive a thorough certificate of destruction that details all aspects of the destruction process. This includes:
- A unique, serialized transaction number that you can use in an audit trail
- Transfer of custody that establishes the client’s turning over of materials for destruction at a specific location and date
- A reference to the terms and conditions, or the policies and procedures of the client and company for the processing of materials
- Acceptance of fiduciary responsibility whereby the company’s agent accepts responsibility and agrees that all materials accepted are considered confidential and are to be treated as such (this can refer to the terms and conditions of a service agreement)
- The collection date of the information and the date the information ceased to exist
- The location of the destruction of the documents
- The name of a witness to the destruction process
Make sure to ask your chosen shredding company what details they provide in their certificate of destruction before they destroy your documents. This helps ensure you’ll have all the necessary requirements to remain compliant with applicable laws and regulations.
The delivery of the certificate of destruction follows the completion of the destruction process. It typically arrives within a week of the destruction date. However, it might arrive sooner if your provider offers same-day service via on-site mobile shredding services.
Get Your Certificate of Destruction With Shred Nations
Whether you’re a business with high volumes of documents that need to be destroyed, or an individual with personal records to shred, Shred Nations can help. We have a nationwide network of certified shredding experts who provide certificates of destruction for your peace of mind.
From Boise to Birmingham, our providers offer mobile shredding on-site and off-site shredding for one-time purge projects and recurring service. You can even find convenient drop-off locations in your community for small volumes of shredding. Whatever your document destruction needs look like, we can make the process fast and easy.
Call us today at (800) 747-3365, fill out the form on the page, or contact us directly using our live chat and we will connect you to several secure document shredders in your area.
