You are correct. Only on site. That's why we have them sign the
confidentiality avadavat. Of course it helps that the shredding
contractor is literally right around the corner from our admin offices.
8-)
Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Terry Schofield
Sent: Wednesday, June 29, 2005 2:54 PM
To: [log in to unmask]
Subject: Re: Shredding process evaluation
Thanks, Ginny. I have a follow-up question specific to your response.
Does the assigned employee accompany the vendor only while they are on
site at your location; or, do they accompany them all the way to the
shredding facility?
I suspect the answer is "only while on site", but I want to clarify so I
can understand the chain of custody.
Thanks again.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jones, Virginia
Sent: Wednesday, June 29, 2005 2:25 PM
To: [log in to unmask]
Subject: Re: Shredding process evaluation
We use your option 2, with two differences - we have an assigned
employee accompany the vendor when they pick up the totes from our
facilities and we require the shredding company to sign an avidavit of
confidentiality. Our facilities are scattered over about 100 square
miles of the Peninsula. The parking log shredding would be difficult
for some of our facilities due to the lack of actual parking lots. 8-)
They would have to park on the street to shred.
Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Terry Schofield
Sent: Wednesday, June 29, 2005 1:27 PM
To: [log in to unmask]
Subject: Shredding process evaluation
Hello, List. I've spent much of my morning reading through the
archives; I'm now ready to seek advice from the experts.
There's a long and frustrating story leading up to this question, but
I'll spare you the details and throw out this question.
Question: If you were to recommend a process for destroying /shredding
paper records, which of the following two options would you choose:
Option 1 - An on-site vendor brings a truck to our campus, and drives to
each of our four buildings collecting the contents of locking 64-gallon
containers and shreds them in the respective parking lots. No one from
our company is tagging along to witness the destruction of the
materials. A Certificate of Destruction is provided at the conclusion
of the destruction, indicating the number of containers shredded. The
Vendor, who is located out of state, is not NAID certified. Not much
information is available about the vendor because their website is a
home page with no information available. I believe they are a one-man
operation.
Option 2 - An off-site destruction vendor, who comes to our site,
collects locking 96-gallon containers from each of the four buildings
and replaces them with empties. No one from our company is accompanying
them to collect the containers. Vendor takes the locked containers to
their facility, located about 20 miles from here, and shreds the
contents of the collected containers - no one from my company is
witnessing this destruction. A Certificate of Destruction is sent to us
providing the number of containers shredded. The Vendor is NAID
certified, and we have a successful relationship with them as our
offsite storage vendor.
Additional details:
Cost is not a factor.
Materials being shredded could include our HR records, but other than
that, no other "personal" information. Materials being shredded also
include business data for our member companies, and confidentiality is
essential. We are a profit-neutral company, and are heavily regulated by
FERC.
I realize there are probably many other factors to consider, but given
the situations described, do you see one as a riskier option than the
other?
How critical is it to accompany a vendor and witness destruction?
I have a definite opinion on this. I would really like to know which
option you would choose and why. I'm trying to assess if I'm off base
with my opinion, or gather points to build an argument to support my
opinion.
Thank you all for your anticipated feedback.
Terry Schofield
Sr. Records Management Analyst
[log in to unmask] <mailto:[log in to unmask]>
(610) 666-4519
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