What is a Certificate of Destruction and Why Do I Need One?

Owning a vehicle is a significant but often costly necessity. In my early days with cars, I would opt for the cheapest used vehicle, attempting to save money by avoiding seemingly unnecessary repairs. Little did I know that cutting corners could lead to driving an inefficient clunker that would eventually break down, requiring even more costly repairs.

Similarly, some businesses question the necessity of a Certificate of Destruction, wondering if it’s worth the investment. However, skimping on this crucial certification can expose businesses to risks and legal repercussions. Let’s delve into why obtaining a Certificate of Destruction is essential and why taking the cheap road can be counterproductive.

The Pitfalls of Cutting Corners

Some businesses may try to save money by resorting to do-it-yourself (DIY) methods such as shredding or destruction. However, these approaches come with significant drawbacks:

• DIY Shredding: While shredding paper may seem straightforward, relying on store-bought machines provides no guarantee of compliance with privacy laws. The whereabouts of your documents between discarding and shredding, especially for hard drives and digital media, remain uncertain.
• DIY Destruction: Burning documents in the fireplace or attempting to destroy hard drives personally might seem cost-effective. However, fire may not sufficiently destroy paper, leading to potential readability. DIY destruction is not only ineffective but also poses safety risks, as seen with chimney fires resulting from burning large quantities of paper.
• Cheap or Free Shredding: Opting for the cheapest shredding service may seem like a cost-effective solution. However, entrusting sensitive documents to an unreliable or fly-by-night shredder jeopardizes security. The lack of certainty regarding proper destruction raises the risk of privacy law violations and legal consequences.

Choosing the cheap way may initially seem like a money-saving strategy, but it often turns out to be more expensive in the long run. Just as neglecting vehicle maintenance can lead to costly repairs, attempting to cut costs on document or hard drive destruction puts businesses at risk and undermines compliance with privacy laws, resulting in the absence of a Certificate of Destruction.

Understanding the Certificate of Destruction

A Certificate of Destruction is a legal document providing proof that sensitive information has been securely and properly destroyed, adhering to federal and state privacy laws. This official certificate includes essential details:

• Name and address of the shredding company
• Date and time of information destruction
• Method used for destruction
• List of items destroyed
• Official confirmation of information destruction
• Signatures as proof of complete and legal destruction

Why is a Certificate of Destruction Necessary?

Obtaining a Certificate of Destruction is crucial for several reasons:

• Legal Protection: The certificate legally confirms that your information was entrusted to a professional shredding company and was securely destroyed, protecting your business, yourself, your staff, and clients.
• Chain of Custody: In case of unexpected audits, the certificate serves as proof that the chain of custody for your information was properly completed, reducing the risk of breaches, lost, or stolen information.
• Compliance: A Certificate of Destruction ensures compliance with data protection laws, mitigating the potential for expensive legal consequences.

Choosing a Reputable Shredding Service

Many shredding companies offer secure shredding services followed by a Certificate of Destruction. Opting for a NAID AAA Certified shredding company ensures a higher level of security and compliance with data protection laws. These certified companies undergo scheduled and surprise audits by trained professionals, guaranteeing the utmost reliability.

Investing in a Certificate of Destruction is not just a legal requirement; it is a safeguard against potential breaches, legal consequences, and the compromise of sensitive information. Choosing a reputable shredding service ensures compliance with privacy laws, offering peace of mind and protection for your business and clients.

At Stevens & Stevens, we provide NAID AAA Certified shredding services to businesses and residents of Florida’s central Gulf Coast. Whether you need scheduled shredding or one-time purge shredding service, we’ve got a solution for you. Our secure information destruction extends to hard drives and digital media, too! Call us at 855-573-3900 or complete the form on this page for assistance with secure information destruction and a reliable Certificate of Destruction.