Once your documents are scanned, you want to avoid being the victim of a poorly implemented document destruction process. Consider the case of Nassau County, NY. They discovered that police documents they thought were shredded properly were actually used as confetti for the Macy’s Thanksgiving parade with personally identifiable information, well…clearly identifiable. From the Huffington Post: “The documents were shredded horizontally, rather than vertically – ‘one of the least secure methods,’ Newsday points out—which allowed entire lines of text to be easily read.”
To avoid a similar fate as Nassau County, you need to make sure your document scanning partner utilizes a NAID-certified shredding company if your documents are to be shredded after scanning. NAID is the National Association for Information Destruction and offers a voluntary certification program to all of their member companies. Through the program, NAID members may seek certification audits for mobile and/or plant-based operations in paper or printed media, micro media, computer hard drive destruction and/or computer hard drive sanitization.
Document Destruction Protocol
The NAID Certification Program has established a protocol for the secure destruction of paper, especially after document scanning, that helps ensure that it’s impossible for shredded documents to be put back together. Because virtually no document scanning company offers their own document destruction services, you’ll want to make sure they use a NAID-certified partner that follows this protocol to guarantee that information from your documents do not end up in the wrong hands—like the crowd at the Macy’s Thanksgiving Day Parade.
Specifically, we suggest you demand the following from your scanning company to ensure your documents are destroyed properly, and that you have the corresponding paper trail in case of an audit:
- A period of time following delivery of scanned documents that is long enough to review the digitized images for completeness and accuracy before the originals are destroyed
- Availability of a universal destruction notice so you don’t have to sign off on every destruction
- Destruction overseen by your scanning company and NAID-certified employees
- Quality control steps to insure the correct boxes are being destroyed
- Availability of the certificate of destruction
Destroy with Confidence
Based on decades of experience, we recommend that you partner with a document scanning company that utilizes NAID-certified document destruction so that you can enjoy the Macy’s Thanksgiving Day Parade—instead of fearing it.