This checklist outlines the steps necessary for securely destroying sensitive documents to ensure compliance with data protection regulations and to maintain confidentiality within the organization.
Review files and records to determine which documents are eligible for destruction according to the retention policy.
Submit a request for document destruction to the relevant department head for approval before proceeding.
Gather the approved documents and remove any binding or clips to facilitate easy shredding.
Choose a reputable document destruction service that is certified for secure shredding to handle the disposal process.
Coordinate a date and time with the selected service to ensure the timely destruction of the documents.
Be present during the document destruction to ensure that the process is carried out securely and in compliance with company policy.
Obtain a certificate of destruction from the service provider as proof that documents have been securely destroyed.
Record the destruction of the documents in the retention log to maintain compliance and for future reference.
Review the destruction process and address any issues or improvements needed for future procedures.