A records management system is most obviously designed for the protection and efficient retrieval of needed documents. However, the destruction process must not be overlooked. When a document has reached the end of its lifecycle, when it can be considered absolutely unnecessary, it is imperative that this document is disposed of in a safe, compliant and secure manner.
At The Filing Room, we ensure the destruction of documents complies with all local and national regulations, that it is NEMA compliant and that it is secure.
Securing your confidentiality from start to finish
At The Filing Room, we believe that proper document management includes a clear and secure process for destruction. Here’s how we ensure your documents are handled with the utmost confidentiality and environmental responsibility:
- The client signals the need for a document’s destruction: When your business determines that certain documents have reached the end of their lifecycle or are no longer needed, you simply notify us. We provide clear guidelines on what can be securely destroyed – electronic documents, for example, require a different destruction process to paper – and we’ll inform you of how the process works.
- Processing for destruction: Upon receiving your request, our trained professionals at The Filing Room will prepare your documents for destruction. This involves sorting and organizing documents based on their type and sensitivity, ensuring a streamlined process for secure disposal. This also includes the removal of staples, box files and plastic sheets. These will be disposed of separately.
- Document destruction partner arrival: We collaborate with trusted document destruction partners who specialize in secure handling and disposal. These partners adhere to strict protocols and are certified to handle confidential information in compliance with industry standards.
- Escorting documents to the destruction facility: Security is our top priority. The Filing Room accompanies your documents from our secure facilities to the destruction partner’s facility, maintaining a clear chain of custody throughout the entire process.
- Document destruction process: Sensitive documents are immediately pulped to ensure irreversibility, preventing any potential leakage of confidential information. Certain non-sensitive documents go through a shredding process before being pulped. This process, though not entirely necessary for the destruction of the document, makes the pulping process more streamlined.
- Compliance is ensured by receipt of a secure destruction certificate: With the process complete, and with your documents destroyed and recycled, you will receive a secure destruction certificate. This document stands as testament to the fact that the entire process was supervised and remained compliant with all regulatory standards.
Why choose The Filing Room?
Our commitment to confidentiality, security, and environmental responsibility sets us apart in the document management industry. By choosing The Filing Room, you benefit from:
- Expertise and experience: Decades of experience in document management and destruction.
- Compliance: Adherence to industry regulations and standards, ensuring legal compliance.
- Security: Stringent protocols and secure handling throughout the destruction process.
- Peace of mind: Knowing that your sensitive information is irreversibly destroyed and handled with care.
Every document management system must include a process for destruction. This is an essential part of the process. It ensures your business has safeguards against the leakage of sensitive information, it ensures that you’re complaint with regulations, and, what’s more, it even promotes environmental sustainability. At The Filing Room, we integrate this crucial step seamlessly into your document management process.
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