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Why Do Companies Shred?

Companies destroy company materials to eliminate the chance that sensitive information might end up in the wrong hands. It is not only a good business practice, it is The Law in many cases:

  • Ensure that old medical records don't get found in the trash.
  • Avoid having a co-worker see peer pay records or financials.
  • Federal and State Laws require destruction of many papers and media that contain certain personal or classified information.
  • To avoid assisting Identity Theft of employees or corporate officers.
  • Properly and safely recycle materials that have outlived their usefulness.
  • Companies who have an Green Initiative to reduce landfill waste.
  • Many Other Reasons...

Even when organizations shred for the right reasons, some practices may promote the appearance of impropriety. There are ways to minimize that risk and ensure document safety:

  1. SHRED on a regular schedule. Sporadic shredding can be misconstrued as suspicious.
  2. Use your shredding contractor for ALL of your shredding. If some documents go to your shredding contractor on a regular basis, and others are shredded outside of that process, it may draw attention to that activity.
  3. Treat all documents equally ...SHRED everything. Isolating special records for destruction could lead to the conclusion that those documents were treated differently, for the wrong reason. Never let some records go in the trash, while others are shredded.
  4. Have a destruction policy. If it explains the what, why, when, and how of your destruction practices, a stated policy will minimize any hint of impropriety.
 

 

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THE FOLLOWING IS A LIST OF CONFIDENTIAL PAPER ITEMS THAT SHOULD BE SHREDDED REGULARLY OR AT THE END OF THEIR RETENTION PERIOD. PLEASE CHECK WITH YOUR LEGAL DEPARTMENT
  • Activity Sheets
  • Advertising Misprints
  • Agreements
  • Applications for Jobs
  • Applications in General
  • Appointment Schedules
  • Arbitration/Grievance
  • Files
  • Audits
  • Ballots
  • Bank Account Data
  • Bank Reports
  • Bank Statements
  • Bids & Quotations
  • Brokerage Reports
  • Budget Schedules
  • Business Correspondence
  • Business Projections
  • Cancelled/Blank Checks
  • Classified Information
  • Client Lists/Files
  • Competitive Intelligence
  • Computer Reports
  • Confidential Letters
  • Contracts
  • Corporate Records
  • Correspondence
  • Credit Card Statements
  • Customer Account Lists
  • Debit Card Numbers
  • Disciplinary Reports/Promotions
  • Driver’s License Numbers
  • Employment Information
  • Engineering Drawings
  • Estimates
  • Executive Letters
  • Financial Reports
  • Formulas/Product Plans/Tests
  • General Letters/Memos
  • Health & Safety Issues
  • Insurance Policy Information
  • Internal Data Reports
  • Inventory Records
  • Invoices
  • Legal Documents
  • Manuals
  • Maps & Blueprints
  • Market Research
  • Marketing Development
  • Medical Records
  • Meeting Minutes/Notes
  • Organizational Charts
  • Outdated Business Material
  • Patent Materials
  • Payroll Reports
  • Performance Appraisals
  • Personal Info
  • Personnel Records
  • Photographs
  • Prescription Slips/Labels
  • Presentations
  • Price Lists
  • Price/Inventory Lists
  • Profit & Loss Statements
  • Proposals
  • Proposals & Quotes
  • Purchase Orders
  • Receipts
  • Records
  • Signatures
  • Social Security Numbers
  • Specification Drawings
  • Strategies
  • Supplier Information
  • Tax Records
  • Telephone Numbers/Lists
  • Training Information
  • Treatment Programs

 

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