Secure Shredding
Within the professional shredding industry there exists a document referred to as the Certificate of Destruction that is provided to customers making use of secure shredding businesses as “proof” that papers are actually destroyed. Even though these COD’s are utilized by almost all secure shredding companies, the commonalities stop there. There isn’t a universal form for a COD, that may cause confusion for you, the customer, when searching for a reputable shredding organization. Precisely what does the COD mean anyway? Most likely not what you believed it meant.
Countless shredding consumers incorrectly consider the COD as evidence that they’ve washed their hands of any responsibility for the documents which have been destroyed. Regrettably, this is logistically impossible, for numerous reasons. Regardless of whether a COD is itemized, listing, say, all employee records from 1990-1995, it’s clearly impossible for the shredding contractor to be sure whether every single employee history for that period of time had been included in the paperwork he was given. And shredding businesses will not pretend to know that either.
A standard clause in contracts for all NAID members (National Association for Information Destruction, which every reliable shredding company ought to be a member of) plainly declares that itemized lists of materials submitted for destruction aren’t evidence that such papers were in fact included in the materials submitted. This clause safeguards the shredding company, but it also protects the customer, as it’s removing any false ideas that the COD is in itself proof that specific documents were destroyed. The clause goes on to state that if specific proof is necessary, special arrangements should be made ahead of time, with specific conditions and fees.
Precisely what, then comprises a good COD, and just what should you look for when choosing your secure shredding service? Below are a few beneficial characteristics of a Certificate of Destruction :
o The date and location of the destruction of materials
o A clear declaration of the conditions and terms
o The witness of the destruction (a signature, that may be another employee or agent of the shredding company, or representative from the customer should they wish).
o Statement of fiduciary responsibility
o A unique serial or transaction number
Exactly what does all of this really mean? Do Certificates of Destruction offer any protection for the consumer? Actually, these are vitally important reports that protect both the service provider and the consumer, by declaring in advance what is and what is not an obligation of the secure shredding company. And inevitably, it all leads back to this: selecting a dependable, trustworthy shredding company offers you not only with exceptional service, but peace of mind at the same time.
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