Keys to Implementing Your Document Destruction Program

by Michelle Keshel

Now, more than ever, implementing a sound document destruction program is extremely important.

Recent legislation at both the Federal and State level placed requirements and liabilities upon organizations that handle sensitive and personally identifying information. In most all cases, these laws and regulations require that organizations use “Reasonable Care” in destroying sensitive information when it is no longer retained in paper and electronic formats.

When evaluating potential vendors to service your document destruction programs, you will want to place the highest emphasis first on security. Currently, the recognized industry standard for security is defined by NAID (The National Association for Information Destruction). Vendors who have proven that they have implemented NAID approved processes, and who follow NAID outlined security procedures, are eligible for certification through NAID. This is an important certification, and as such, you should look to work only with NAID certified vendors.

In addition to NAID certification and security concerns, there are a number of other issues related to document destruction programs that are also very important. These include:

Scope: Does you potential vendor have the capability to service all of your locations?

Capability: Does your potential vendor offer all of the services that you require? Does this include on-site destruction and off-site destruction capabilities? Can the handle large / periodic destruction functions as well?

Management Team: Does your potential vendor offer a strong management team to oversee program deployment and program operations? Is the team centralized?

Customer Service: Does your potential vendor offer centralized customer service? Do they offer consolidated and centralized accounting and billing? Do they offer centralized scheduling for all of your facilities? Are they easily reached?

Education Services: Deploying a successful document destruction program requires everyone in the organization who handles sensitive information to participate. In order to participate, everyone needs the right information. Does your potential vendor offer employee training and education as a part of their deployment process?

Of course, you will have additional requirements of your own to best meet your organization’s unique needs. The lists of issues we have covered are the basics, and deploying a successful program, on a large scale, is a very detailed process.

In developing your RFP and selecting your vendor, it is often helpful to begin the process by issuing an RFI to potential vendors. This process will provide you with additional capabilities information, and also help you to trim your potential vendors list. This allows you to quickly eliminate those that do not have the requisite security experience, management structure, or capabilities that you will want.