5 Document Destruction Laws Your Business Should Know

Identity theft is a serious crime that happens more frequently than ever. When it comes to handling private information, it is important that every business knows how to properly dispose of it. In fact, the government has several laws in place to help make sure private information doesn’t fall into the wrong hands. But just what are these laws? Here’s a quick guide to some of the most important ones.

What are document destruction laws?

Destruction laws exist in order to protect the privacy of you, your business, your employees, and your clients. Paper, electronic, and digital media are all monitored under these laws. From how the waste is disposed of to how small the shredded particles need to be, there are rules for everything. Here’s an overview of the most important destruction laws.

Computer Fraud and Abuse Act (CFAA)

This data destruction law was initially passed in 1984, and has since been amended six times in order to keep up with today’s technology. It was created in order to prevent malicious interference with computer systems and to address offenses should that happen. This law will tell you everything you need to know about disposing of digital documents.

Gramm-Leach-Bliley Act (GLBA)

This law requires financial institutions to thoroughly explain their data sharing practices with their customers. Companies that offer loans, insurance, or financial advice are all required to put safeguards on sensitive client information. The destruction of any documents related to financial business is covered under this law.

Fair and Accurate Credit Transactions Act (FACTA)

FACTA is an amendment to the Fair Credit Reporting Act (FCRA). It was added in order to protect consumers from identity theft. This law states that all businesses of all sizes and industries must properly protect and dispose of their clients’ personal information.

Sarbanes Oxley Act of 2002

This law sets the retention periods of certain documents. It lays out the guidelines for which pieces of information need to be kept, and how long to keep them for. This act was made in order to reduce corporate fraud.

Health Insurance Portability and Accountability Act (HIPAA)

HIPAA is an act that protects personal health information (PHI). It sets regulations on the use and release of medical records and lays out safeguards to protect them. This law requires that healthcare companies must present their patients with a Notice of Privacy Practices (NPP). An NPP clearly states how the company will use the patient’s information and gives information on the patient’s rights.

What makes document destruction companies secure?

While shredding can certainly be handled entirely by your business, the best option is to rely on a document destruction company. Professionals eliminate the risks and costs associated with manual shredding and provide many benefits.

NAID Certification

Shredding services who choose to be NAID certified are dedicated to the safety of your personal information. Certification is a long, difficult process that requires an audit to be done at every location the business owns. NAID will go through each location and make sure it is complying with every document destruction law mentioned above. Once NAID has ensured that all guidelines are being followed, they will present the company with a certification. Shredding services with NAID’s approval are guaranteed to be trustworthy, and will handle your information with the utmost care.

Paper shredding size

Some shredding services will offer different levels of security for document destruction. There are three main types of shred sizes: strip cut, cross cut, and micro cut. DIN 66399 outlines the different security levels of the types of cuts. The smaller the particles are, the safer the personal information will be.

Certificate of destruction

A certificate of destruction is a document that proves your business is being compliant with federal laws. It will have information like the date and location of the shredding, the name of the document destruction company and employee(s), and transfer of custody. Should any legal action be required, the shredding service will be held accountable.

Secure processes and transportation

A shredding company will maintain the security of your documents from pick-up to recycling. Most shredding companies will provide your business with locked bins that they’ll come by to empty on a designated schedule. This can be done either off-site at the company’s facility or on-site with a mobile shredding truck, where you can see the destruction happen for yourself.

Document destruction in Amarillo, TX

Do you need a reliable shredding company to help make sure you’re complying with federal data destruction laws? UCI Document Destruction is a locally owned shredding service dedicated to keeping your information safe. We are NAID certified and all our employees go through drug screening and background checks before they ever handle your documents. Contact us at (806) 372-7722 or Send Us an Email to find out more about our Services.