Todd Johnson asked:

"For large and dispersed companies, how do you handle your shredding? My director wants RIM to authorize and perform/schedule all shredding. While I understand her viewpoint, I just don't see how this is feasible since we operate in eight different states. Yes, it works for headquarters, but not if a location in central Oklahoma wants to destroy something. My thought is, you can only do so much hand holding. If we train administrators at each of the locations to fill out the Destruction Authorization Form and provide them with a means to shred, then it seems we have taken reasonable steps to ensure the records were destroyed properly. I am interested to know how large and disperse companies handle shredding and destruction authorization."


At our law firm, I set up (as manager of the Records department) a firm-wide contract with a single vendor for on-site shredding services.  Each of our 10 US offices determined the level of service needed at their office (e.g., quantity/size of locked receptacles, frequency of visits).  Each firm office has it's own internal focal for that site's shredding, and a local vendor contact for that location.  Exceptions to established service intervals, such as an extra visit to dispose of a large quantity of materials, are administered locally (and I don't get involved).  Permanent changes to the established service intervals -- or quantity of receptacles -- are coordinated through me.

This has been very successful.  The only time I get involved is if/when a local problem arises that cannot be resolved locally.  The vendor we use provides an account manager with whom I can coordinate resolution of these issues.

Hope this helps.

Pilar C. McAdam, CRM
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Los Angeles, CA

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