Protecting sensitive information is one of the most important responsibilities any business has.
Shredding outdated or unnecessary documents is a simple and effective way to prevent information theft or accidental leaks. It’s a small but critical part of a larger data protection plan.
Properly disposing of confidential documents can help reduce the risk of a data breach, lower potential liabilities, and ensure you meet your legal requirements.
This is why many businesses turn to professional shredding companies to handle document destruction for them. By outsourcing this task, businesses don’t have to worry about keeping up with compliance regulations or investing in expensive shredding equipment and employee training.
When securely destroying documents, it’s also important to have a record that proves that the process was completed properly.
That’s where a Certificate of Destruction comes in. Keep reading to learn what it is, how it works, and why it’s so important for businesses that need verified document destruction.
What is a Certificate of Destruction?
A Certificate of Destruction is an official document provided by a shredding company that confirms that sensitive documents have been securely destroyed. It typically includes the date and time of destruction, the location where it occurred, the name of the service provider, and any witnesses to the process.
Sometimes called a “letter of destruction” or “certificate of data destruction”, this document is your proof that all materials were handled and disposed of securely.
Think of it as the final record of your sensitive documents, a clear confirmation that they’ve been disposed of properly
What is a Certificate of Destruction Used For?
A Certificate of Destruction documents the chain of custody, capturing the details of when and how sensitive materials were handed over for secure destruction. It provides proof of who handled the documents and confirms that they were securely destroyed.
This record is used to demonstrate compliance with data protection regulations, support internal audits, and ensure accountability. By shifting responsibility to the shredding provider, it gives businesses peace of mind and a clear trail of documentation.
How Do You Get a Certificate of Destruction?
When scheduling a shredding service, ask the provider if they issue a Certificate of Destruction upon completion. Most companies will provide the certificate on the same day as the service or shortly after.
At SecureScan, we provide a Certificate of Destruction after every shredding service visit. Certificates are included with our one-time bulk shredding service, our recurring shredding service, and when destroying documents after a document scanning project.
When is a Certificate of Destruction Required?
If your business handles documents containing sensitive information, you are responsible for protecting that data until it has been properly destroyed.
Verified destruction is the final step in a document’s lifecycle and an important part of anyrecords management policy. A Certificate of Destruction provides proof that sensitive data has been permanently destroyed in compliance with data privacy laws and regulations. It also helps you maintain a well-documented chain of custody, which may be required to meet legal obligations.
A Certificate of Destruction is most often required when destroying documents that contain:
- Personally identifiable information (PII)
- Personal health information (PHI)
- Data protected by privacy laws
- Internal documents, proprietary data, or trade secrets
- Financial records and bank statements
A Certificate of Destruction can also be a particularly useful tool in the case of a compliance audit. A detailed record of each shredding service can serve as documentation/ evidence of the proper handling of sensitive data.
Each industry has its own rules for how long data must be retained and how it should be destroyed. Ensuring that your document retention and destruction policies align with these standards is critical for maintaining compliance.
Does a Certificate of Destruction Prove Documents Were Securely Destroyed?
It is important to note that a Certificate of Destruction is not definitive proof that your documents were securely destroyed, rather, it is a statement issued to you by your provider that your documents were securely destroyed in accordance with industry standards and regulations.
As these records are created and submitted by the service provider, it is still critical that you do your research, and choose a provider that maintains industry certifications such as NAID® AAA certification and SOC-2 Compliance, so that the Certificate of Destruction you receive actually has value.
What kind of information is included with a Certificate of Destruction?
While the specific details contained within a Certificate of Destruction are defined by the organization that issues it, there are several key pieces of information that should be included for it to properly serve its purpose including:
- A unique tracking number or ID to be used in an audit
- Customer/client name and address
- Shredding service provider details
- Time and date of services performed
- The method used to destroy the documents
- The location where the service took place
- Names of any witnesses to the process
- A transfer of custody and fiduciary responsibility
- A legal statement that serves as confirmation of the services provided
Below is an diagram of what a typical Certificate of Destruction should contain. Keep in mind that this document is created and issued by the company that provides the service, so formats may change, however, the basic details are generally the same.
Protect your data with verified destruction
If you require verified destruction of sensitive documents, SecureScan can help. We provide safe, affordable, and confidential curbside shredding across the Capital Region, serving Albany, Schenectady, Troy, and surrounding areas. Call us at (518) 935-4135 to schedule your next shredding visit or get a free quote here.
