Hi Donna,
We use a vendor that provides locked shred bins onsite for us, and then comes out to service them every four weeks. They actually shred onsite in their shred truck, right at our building's loading dock. Our directors of audit and compliance, and our VP and general counsel are very pleased with this arrangement, as am I. Users are welcome to witness their records being destroyed when the vendor is here (their servicing schedule is on the Records Management SharePoint site), as their shred truck has internal cameras that allow us to watch the blades in action. When we have special records cleanup projects we will also have some users who will come out and watch their stuff being destroyed. While the vendor is onsite, s/he is escorted to each shred bin on our floors.
We've been doing this for about two years now, and have never had a problem. Under our previous vendor, we did experience a couple of issues when our materials were taken to their facility for shredding, which led to us making a change. Once, when we did a cleanup project at one of our NC facilities a few years ago, the old vendor delivered about 25 shred bins that were "supposed" to be empty... but they weren't. IMHO, NAID certified vendors who can shred onsite are the way to go (not necessarily meant to be a plug for the NAID)! Our costs are way down since we've been using them, and they've even set up partnering arrangements with other vendors to service some of our field locations (we operate in 15 states). One of our requirements is that these vendors are able to shred records onsite, at that field location. The biggest problem we have in that area is that some of our operations are in very remote locations, and we've had trouble even finding a vendor that isn't a hundred miles or more, away. Fortunately, these smaller facilities don't generate a whole lot of paper records, especially since we are moving to more automated operations in our field locations.
Onsite shredding services may cost a little more, so you'll need to check your volumes to be able to justify the cost.
Thanks, and good luck.
Earl
Pipeline Records and Information Management Excellence... Get PRIMEd!
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Earl Johnson, Jr., CRM
Corporate Records Manager
Colonial Pipeline Company
1185 Sanctuary Parkway, Ste. 100
Alpharetta, GA 30009
Email: [log in to unmask] | Internet: www.colpipe.com
Office: 678-762-2586 | Mobile: 404-402-4420 | Fax: 678-762-2315
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