Hi Lisa,

We outsource our bulk shredding to a local mobile shredding company. They have given us about 15 large shredding bins and we have about 8 departments that keep one in the office and we will send others out to departments/individuals for short-term purposes (purges, etc.). Other staff/departments send us material for shredding in boxes and we empty them into the remaining bins that we keep in a locked storage room. We witness the destruction of all material by the company in a mobile shredding truck that they bring on site. We used to send non-paper material back with them to be destroyed at their office, but we now deliver it so we can witness it. 

We encourage staff to maintain a box/bin at their desk for confidential material that is separate from their recycling bin and to either empty this into a bin or send it to us for disposal. A lot of offices also have shredders that they will use for small amounts of material.

Our caretaking department recently replaced all of our old paper recycling station bags with bins that are just smaller versions of shredding bins and look like they should be secure, but are not. When I learned that people were putting confidential material in there, expecting that it was going to be shredded, I worked with them to put stickers on the lids prohibiting confidential material. 

Ultimately, I think compliance for this comes down to education. Posters, newsletters, training would all help with this. There are lots of case studies where information has been compromised that you can use to scare people straight :)

Ashley
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Ashley Haughton
Records and Information Manager
Records Management, Information Technology Services
University of Lethbridge
4401 University Drive West
Lethbridge, AB  T1K 3M4
Phone: 403-329-2725
Web: www.uleth.ca/records-management

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