Document Destruction is vital in keeping personal and business records secure. Documents that need to be destroyed depends on the organization, legal requirements, and industry standards. Typically, files that require destruction fall into these categories:
1. Personal Identifiable Information (PII):
Files containing data that can identify an individual:
Social Security Numbers
Driver’s License or ID Numbers
Passport Information
Addresses and Contact Details
2. Financial Records:
Documents related to financial transactions and account management:
Bank Statements
Credit Card Information
Tax Returns (older than required retention period)
Payroll Records
Loan Applications
3. Medical Records (Protected Health Information – PHI):
Under regulations like HIPAA, these include:
Patient Health Records
Insurance Claims
Prescriptions
Billing Information
4. Legal and Compliance Documents:
Documents containing sensitive legal information:
Contracts (after expiration and retention period)
Non-Disclosure Agreements (NDAs)
Litigation Files (post-retention requirements)
5. Operational and Administrative Records:
Files that become obsolete or are no longer in use:
Outdated Policies and Procedures
Meeting Notes (if not legally required)
Old Employee Handbooks
6. Employee Records:
Personnel files no longer required by law or business need:
Resumes and Applications (unsuccessful candidates)
Disciplinary Actions (past retention period)
Employee Benefit Forms (post-employment)
7. Intellectual Property and Confidential Business Information:
Protect proprietary data and trade secrets:
Product Designs
R&D Documents
Marketing Strategies
Business Plans
8. Customer Data:
Especially important for industries bound by data protection laws (e.g., GDPR, CCPA):
Purchase Histories
Contact Information
Correspondence
9. Temporary Files and Duplicates:
Files not needed for long-term use:
Drafts
Copies of Final Reports
Temporary Storage Backups
10. Expired Documents:
Files whose retention periods have expired per law or policy:
Tax Documents (e.g., after 7 years in the U.S.)
Expired Permits and Licenses
Outdated Training Materials
Key Considerations Before Destruction:
Retention Schedules: Ensure compliance with legal and industry-specific retention timelines.
Destruction Method: Use secure shredding, degaussing, or other certified methods.
Documentation: Maintain records of destruction for auditing purposes.
Regulations: Follow applicable laws like GDPR, HIPAA, or Sarbanes-Oxley.
On-Site Shred is here to assist in any way that we can. Your security is too important.
