“Chain of custody’ in the professional shredding industry refers to the complete trail of accountability that ensures your confidential documents are secure from the moment they leave your Cincinnati company’s possession, until they are properly destroyed by a NAID certified, professional shredding specialist.
For Cincinnati businesses of all sizes, NAID certification’s chain of custody standards provide peace of mind, outlines the proper procedures which must be followed, and protects area businesses against identity theft and fraud.
The National Association for Information Destruction (NAID) provides strict standards which must be met regarding the entire shredding process – from security requirements, to shred size, background checks, length of time documents can be stored before destruction, and access to documents, which are all part of the all-important chain of custody. These are all critical components that a successful NAID certified provider like Royal Document Destruction will provide to their customers.
The chain of custody requirements for NAID certified shredding businesses like Royal Document Destruction include the entire shred process – from collection through destruction:
#1. Secure Collection
- Locked Containers: NAID certified shredding services will provide your business with secure, locking containers (bins or cabinets) for the collection of discarded documents. These containers are designed to prevent unauthorized access.
- Tamper-Proof: Locking containers cannot be opened without authorization, as it would be difficult and obvious.
#2. Controlled Transportation
- Trained Personnel: Documents are collected by trained, professional, background-checked security personnel.
- Scheduled Service: Route drivers are scheduled to service (switch out) containers on an agreed-to schedule which is customized for each customer’s needs.
- Secure Vehicles: Royal Document Destruction’s locked and secure, GPS-tracked vehicles serve customers throughout Cincinnati and Dayton. Therefore, truck locations are known by the company’s fleet manager at all times. This provides the best fleet security and safety.
- On-Site Shredding: For on-site shredding services, or mobile truck shredding, the documents are emptied directly from the locking containers into the shredder on the truck, right there at the customer’s location. This provides an immediate visual confirmation of secure paper destruction.
#3. Secure Shredding Facility For Off-Site Shredding
- Restricted Access: Documents taken to a NAID certified off-site facility for shredding must have strict access controls, surveillance (e.g., 24/7 video monitoring), and only authorized personnel have access to any material as part of their chain of custody requirements.
- Industrial Shredders: Documents are destroyed using industrial-grade shredders that render the information irrecoverable. The shred-size and paper comingling are carefully monitored to ensure security standards are met as well as complete destruction.
- Timeliness: There are strict chain of custody rules regarding the efficient destruction of collected material. Whether the material comes in on containers, or it is a file purge with many boxes, a NAID certified facility is required to meet efficiency standards for chain of custody security.
#4. Proof of Destruction: The Certificate of Destruction
- This is the customer’s ultimate assurance that the shredding was done correctly. After the shredding is complete, Royal Document Destruction issues a Certificate of Destruction verifying that all documents were shred for the customer’s records.
- Certificate of Destruction Information: Certificates of Destruction can detail specific customer information, such as the date and time of destruction, the volume of material shredded, the method of destruction, and confirmation that the process met or exceeded all relevant laws and regulations.
#5. Recycling
- After secure destruction, the shredded paper is baled and sent to a paper mill for 100% recycling, completing the secure disposal process and demonstrating positive environmental responsibility.
Hiring an experienced, NAID certified shredding provider such as Royal Document Destruction for your Cincinnati business will ensure that you have the professional, guaranteed shredding services your business requires, and all chain of custody requirements are consistently met. Contact us today to learn more.
