When you have to destroy documents, whether they’re paper files or digital ones, you’ll want to find a reliable data destruction vendor to carry out the process for you. Proper destruction of your documents is vital to preserving the confidentiality of the data contained within them. This means all of the right procedures have to be followed and, to make sure this happens, you want a vendor that has all the makings of someone you can trust. Here are the traits you’ll want in your data destruction vendor.
Certification in the field of document destruction is very important. The certification you want your data destruction vendor to have is the NAID certification. NAID means the National Association of Information Destruction. This organization is responsible for setting the standards for how confidential documents should be disposed of. When you choose a company that is NAID certified, they’ll make sure your documents are destroyed safely.
They Abide by Industry, State, and Federal Standards
Being an expert with all of the technology involved in document destruction is one thing. It’s another matter to be familiar with all of the regulations in your area. That’s why you need to be sure that whatever data destruction vendor you choose understands the regulations that must be followed. It helps to pick a local vendor because they will already know which regulations are in effect for your area.
They Have Certificates of Destruction
After document destruction takes place, you’ll want a receipt that goes over everything that happened. The right data destruction vendor will offer certificates of destruction, which review the manner in which your data has been destroyed. This will keep you safe if you are ever faced with a lawsuit or audit.
Your Data Destruction Vendor Offers a Chain of Custody
When hard drives and paper documents are getting destroyed, you need to know all of the people who were able to access them, and when they had access. The right data destruction vendor will have the ability to give you a thorough chain of custody. This keeps your company protected if you ever encounter a breach.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.