Secure Document Disposal: Compliance Best Practices

Table Of Contents:

• How Certified Shredding Protects Compliance
• Secure Digital Disposal for Electronic Records
• Documentation and Proof of Compliance
• Vendor Records & Chain of Custody
• Audit Logs & Destruction Logs
• Building a Continuous Disposal Policy
• Employee Training and Accountability
• Auditing Your Disposal Process
• Partnering With a Certified Disposal Provider
• Final Thoughts: Compliance Is a Continuous Practice

Every business needs secure document disposal, which isn’t just about shredding. Secure document disposal is the process of safely and legally destroying sensitive business records to prevent data breaches. This is why your business needs a document shredding and disposal provider who knows how to stay compliant with industry standards and regulations.

How Certified Shredding Protects Compliance

When it comes to shredding, you must meet privacy laws. This prevents any problems with regulatory authorities that could lead to reputational harm. 

At Corodata, we issue Certificates of Destruction after our compliant shredding services. 

This certification is issued by the International Secure Information Governance & Management Association (i-SIGMA) and requires strict security practices, including:

• Providers installing access logs
• Real-time cameras
• Track and document every step of the process

NAID also works with auditors, who can visit providers unannounced. During random audits, they verify compliance with written procedures. Auditors also review the employee screening process. 

Secure Digital Disposal for Electronic Records

As a business owner, there are various best practices for digital destruction, including DOD 5220.22-M wiping, encryption, and verification of backup deletion. 

DOD 5220.22-M wiping involves the overwriting of data on drives. This method uses binary patterns of zeros and ones to overwrite data.

Encryption, on the other hand, is a method of scrambling data to make it unreadable. Only those with the secret key can access such data. This protects your digital files from access by unauthorized employees and cybercriminals. 

Backup deletion verification ensures your provider has erased all your data. Note that only the most recent data may be available in some cases.

Documentation and Proof of Compliance

Documentation is your legal protection. Reputable records companies provide detailed proof that your documents were securely destroyed.

For instance, a Certificate of Destruction is proof that the records company destroyed all the sensitive documents you sent. This may include destruction methods and timestamps.

It’s essential evidence for staying compliant with regulations like:

• Health Insurance Portability and Accountability Act (HIPAA)
• Fair and Accurate Credit Transactions Act (FACTA)
• General Data Protection Regulation (GDPR).

Vendor Records & Chain of Custody

Some businesses require vendors to provide records outlining the chain of custody. These documents describe exactly how your materials were handled from pickup to destruction.

Audit Logs & Destruction Logs

Audit logs, on the other hand, record all the events that occurred during the document disposal process. They are proof of the chain of custody. If a data breach or security incident occurs, they should detail the event. They may include:

• Document details
• Personnel involved
• Timestamps
• Destruction methods
• Location
• Volume destroyed

This documentation gives you peace of mind during any regulatory audit. It is legal proof that you and the records company did everything by the book. 

Building a Continuous Disposal Policy

Secure disposal should be a continuous process—not a once-a-year task. It’s a key component of information lifecycle management and supports business continuity.

Keeping unnecessary documents onsite increases risk and reduces efficiency. Some sensitive documents also have minimum retention periods. 

• For instance, the federal government may require you to retain end-of-year financial statements and depreciation schedules for at least seven years. This period also applies to business bank statements.
• HIPAA rules, on the other hand, require health care providers offering Medicare to retain patient records for a minimum of six years. This keeps you compliant with data privacy and retention laws.

Remember, keeping documents for longer than necessary carries risks. What if they get lost? What if someone leaks them online? We hear such stories now and again on the news. This is why you need a document disposal policy for your business documents. 

Staff training is also important for secure document disposal. Make sure such training is regular and mandatory.

Employee Training and Accountability

When developing a continuous disposal policy, employee training and accountability matter. Why? Because of document destruction, compliance with regulatory standards. Staff who handle sensitive documents must understand:

• How to correctly sort and prepare documents for disposal
• What can and cannot be thrown into recycling or trash
• Protocols for emergency situations, like a suspected breach or fire
• How to use secure bins and follow chain-of-custody guidelines

Training should be consistent, hands-on, and ongoing—not just a one-time orientation.

Auditing Your Disposal Process

Secure document disposal isn’t just about destroying sensitive business documents. You also need to audit the entire process. This applies to your internal teams and self-audit disposal vendors.

Auditing your disposal process helps you manage risks. Periodic compliance checks also put you a step ahead of external audits by regulatory authorities. You don’t want them to catch you off guard and end up facing fines.

Partnering With a Certified Disposal Provider

Document disposal carries many risks, including data breaches and compliance risks. This puts your business at risk of reputational harm. When partnering with a disposal provider, consider their range of services. 

• Need a quick pickup? Can they do that? 
• Do you require routine document disposal? 
• Do you need one-time document disposal? 

Find a partner who can cater to your specific disposal needs.

Reputation is also something you should always consider. Choose a certified partner for document disposal to ensure compliance with industry standards.

Final Thoughts: Compliance Is a Continuous Practice

Document disposal isn’t a one-time event. It’s a process that many businesses do periodically. However, it isn’t only about destroying documents. Compliance requires:

• Ongoing review
• Proper documentation
• Routine audits
• Well-trained staff
• A trusted, certified destruction partner

Corodata is here to help ensure your disposal process is compliant, secure, and stress-free.