Collecting, Receiving and Destroying Confidential Materials for On-site, Mobile Destruction
The company adheres to the following general policies in the collection, receipt and destruction of materials for on-site, mobile destruction:
- All materials taken into the company’s custody are to be destroyed at the customer’s site before proceeding to the next client, unless otherwise prearranged.
- All materials to be destroyed are always attended by an Access employee while in the custody of the company before they are destroyed. Collection containers with confidential media must never be left unattended, even if they are locked. If a vehicle is left running and unattended while collecting media at the client site, the driver should use duplicate keys to lock the vehicle cab and box.
- At time of media pick-up, customer must be provided with a receipt or certificate of destruction that indicates the type of service provided, a description of the material destroyed, and the quantity.
The driver should use the following steps in receiving/collecting and transporting confidential materials for destruction:
- At time of media pick-up, customer must be provided with a receipt indicating type and quantity of media (paper, micro media, computer hard drives, non-paper media – CDs, DVDs, tapes, etc.) being collected and that mobile destruction services are being provided for the media/materials collected and whether or not such services are NAID Certified. Management will instruct driver as to proper recording of this information on the receipt.
- The driver should complete the Receiving Ticket, have it signed by the client’s representative, and leave the receipt with the client. The driver must return the work order to Management.
The company’s destruction process procedures are as follows:
- Paper materials should be destroyed by shredding. The specifications for particle sizes should be no larger than those listed below:
- Continuous Shred: 5/8 inch Width (max) & Indefinite Length
- Cross Cut or Pierce & Tear: 3/4 inch Width (max) & 2.5 inches Length (max)
- Pulverized (Equipment w/ Screens): 2-inch diameterScreen Size holes (max)
If adjustable screens are used, Management will be responsible for ensuring that a Screen Changing Log be kept on the truck denoting the starting point of the log and the pertinent information regarding any screen changes. The company will maintain the Screen Changing Logs for a minimum of one year.
- Microfiche or Microfilm can be destroyed by either a disintegrator or by equipment/process which produces a particle size of 1/8 inch maximum dimension or less. Destroyed materials should be properly discarded. MIDCON out sources this service and does not provide NAID certification.
- Computer Hard Drives or CPUs will be recorded by serial numbers and then physically destroyed according to the separate written method provided by management. After the destruction service is completed, management will complete the following
- A list of recorded serial numbers of destroyed drives will be returned to the customer, unless the client has opted out of serial number recordation by signing a NAID-approved opt-out agreement.
- Logs of recorded serial numbers, a log of customers that have opted out of serial number recordation, and executed copies of any opt-out agreements will be retained for a period of 6 months after the completion of the service.
- Non-Paper Media (CD’s, DVD’s, tapes, flash electronic storage devices, x-rays) will be destroyed using the standard method of shredding. If it becomes necessary to deviate from this standard method of destruction for any reason, management will notify the customer in writing of the actual method of destruction. MIDCON out sources this service and does not provide NAID certification.
- Management will decide the appropriate method to use to destroy atypical media or non-media materials that require destruction.
- On a (daily/weekly/monthly) basis, Management will inspect the destroyed materials prior to disposal, to ensure that the destroyed information is within the original equipment manufacture specifications and within certification specifications.
- Paperwork verifying destruction should be returned and signed by an authorized agent of the client, preferably the person that witnessed the destruction process.
- Prior to leaving a client’s facility, the driver should ensure that no confidential materials or trash are left on the ground where the loading or destruction took place.
- When leaving equipment at a client’s facility, the driver should make sure it is in reasonable condition considering the environment in which it is located. Containers that are to be left in an office area require a much better appearance than those to be left in a warehouse. The driver should never leave equipment that does not function properly.