Good afternoon,

We recently began utilizing an outside agency for our shredding.  We are in the process of preparing for compliance with ISO 27001 and are currently implementing Clean Desk and Information Identification.  To be compliant with the standard, all information identified as Internal Use Only, Confidential or Restricted now must be shredded.  We (Records Mgmt) provide a shredding service but this volume is too much for us to handle.  So, we've placed shred bins throughout the company for everyone's "every day" type of information - not their records.  Records will still be purged/managed through Records Management according to record retention schedules.  The shred bins are just for non-records.

The shredding company empties the bins every two weeks and provides us with a certificate of destruction - my question is - do the certificates of destruction really provide any value in this case?  They don't specify what is shredded - only the date that the bins were emptied.  There's no telling what people are putting in the bins - and they are all over the company.  From a record-keeping point of view - I'm trying to determine how long to keep these certificates - if at all - and what value they provide.  The vendor invoices are retained  for five years, maybe we should just store these destruction notices with the invoices?

Again, our annual records purge will be handled differently and I will retain that certificate with the purge documents we obtain from each business unit.

I think I'm thinking too hard on this - can anyone offer any suggestions?

Thank you,
Jeanne

Jeanne M. Callen
Records Management Leader | J. J. Keller & Associates, Inc.
3003 Breezewood Lane | PO Box 368 | Neenah, WI 54957-0368
*: 920.722.2848 Ext. 2849| *: [log in to unmask]<mailto:[log in to unmask]> |*: jjkeller.com





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