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Our HIPAA Compliant Medical Records Shredding Services

According to the U.S. Department of Health and Human Services, there’s no set amount of time in which a medical practice must hold onto a patient’s records. However, you’ll find that if you keep them too long, they will start to pile up and take up space in your office.

When you reach that point, it becomes time-consuming to get them shredded. For this reason, you need to find HIPAA-compliant medical records shredding services. At Intellishred, we have plenty of options so that you can find a service that best suits your practice. Keep reading as we breakdown the types of assistance we have to offer.

Why Do You Need HIPAA Compliant Medical Records Shredding Services?

Unfortunately, the process of cleaning out old medical records isn’t as simple as tossing them in the garbage. Doing so is risky, as an unauthorized person could see a patient’s personal information—like their social security number, birth date, and medical information.

HIPAA forbids the improper disclosure of medical records, and a patient could sue you for it. That is why hiring a service to destroy them is crucial.

Patients Trust

In the modern world of recycling, trash hauled away in a trash truck is often sorted for recycling and hence is likely to pass through several hands before it is destroyed. This can expose the highly sensitive personal information contained in the records.

Hiring IntelliShred will provide you with customized shredding solutions that ensure the medical records are disposed of correctly. This helps to maintain patients trust and complete confidentiality.

Disclosure and Non-Compliance Cost Reduction

Over the last three decades, there has been a consistent rise in the number of compliance requirements with which hospitals, practitioners and others who offer medical services are required to comply. Failure to comply with these laws could make your business suffer from negative publicity, face lawsuit liabilities, or even make your company liable for legal fees.

Seeking the medical records shredding services from the pros eliminates the assumption out of understanding the federal and privacy regulations so you can focus on your clients.

Money Saving

Having an internal shredding program for your company can be very expensive. Usually, the costs spread from utility expenses, replacing inoperable equipment, performing maintenance, buying disposal bags, not to mention purchasing shredders. Outsourcing services from an established onsite/offsite document shredding company contribute significantly to lowering expenses.

Types Of Destruction & Shredding Services

It is critically important to hire a reputable shredding provider to dispose of the records considering the sensitivity of the information in medical documents and the state guidelines on medical records shredding (see our article on HIPAA shredding).

Document Destruction

When you have physical documents that contain confidential information, the best way to get rid of them is to put them through a shredder. There is no way to recover them afterward.

The best part about Intellishred is that we come to you and destroy all your documents on-site. Therefore, you can witness the process to ensure that patient records are disposed of properly. We have two different document destruction services:

  • One-time shredding
  • Regularly scheduled shredding service

You can choose one based on how fast the documents in your office pile up. It’s more cost-efficient, and it is easy to switch from a one-time shred to a regularly scheduled shredding service if you need it.

E-Waste Services

As digital medical records have become more customary in the past fifteen years, you might have former patient records on old computers or hard drives. Getting rid of them isn’t as simple as putting them through a shredder, but we’ve still got you covered.

After picking up the electronic devices from your office and putting them in a locked storage container, we’ll bring them back to our site to demolish any confidential data stored on them. The parts that don’t hold any information get recycled because being environmentally conscious is one of our top priorities.

Product Destruction

On top of medical records, you may have defective, recalled, or outdated products around the office that might need disposing of too. If so, our employees will take care of that for you by picking them up and securely transporting them to the site where we trash and recycle parts based on state and federal laws.

How Medical Shredding Services Protect You

Whether you work in a hospital, clinic, pharmacy or nursing home, there’s tons of sensitive data in your computers and filing cabinets. To keep organized, you’ll need to dispose of this information following HIPAA guidelines. With help from IntelliShred’s medical shredding services, you can save time, money and your patients’ privacy.

Paper Documents

HIPAA shredding guidelines demand that every medical facility “must implement reasonable safeguards to limit incidental, and avoid prohibited, uses and disclosures of PHI (Protected Health Information), including in connection with the disposal of such information.” This means that records must not only be stored properly, but destroyed properly, as well.

Using a store-bought paper shredder does not protect against identity theft. Often, information like names, addresses, and social security numbers are left intact or are easily put together from improper medical record disposal. 

Before destroying documents on-site, you must train employees in how to shred medical records and give them time to do it. With everything else that must be done in a medical facility, this can be a time-consuming process. If not done correctly, your practice could face up to a $50,000 fine per violation of patient confidentiality.

Hiring IntelliShred saves your practice from having to invest money in training and equipment for document destruction. Because it’s our job to keep up with ever-changing compliance laws, we keep you within all document destruction regulations.

E-Waste Disposal

For computer data, hard drives must be completely destroyed for total security. Merely throwing them away or beating them with a hammer leaves them open to anyone with computer hardware knowledge.

At IntelliShred, our team will securely transport all hard drives and dispose of them properly. By physically shredding electronic components, there will be no data left for criminals to recover.

The Danger of Doing Nothing

In 2020, losses from identity theft in the US totaled $712.4 billion. That’s an increase of 42% from the previous year. These losses come from multiple sources including documents found in trash cans and data scoured from computer files.

Your practice’s computer network could be full of old data that can be lucrative to hackers. Even if your facility’s dumpster is secure, loose documents can end up anywhere in between the building and recycling centers. Once hard drives and records are out of your facility, there is no guarantee of security if mixed in with regular waste.

Fortunately, IntelliShred’s technicians prevent this from happening. After your documents are gathered into one of our secure trash cans, we will destroy them in a specially-equipped shredding truck. We promise on-time services that won’t disrupt your busy day.

Get Rid of Those Unnecessary Medical Records Today

Now there’s no need to stress out about finding HIPAA compliant medical records shredding services. As a member of the National Association for Information Destruction, IntelliShred has served the tri-state area for over twenty years.

We’ll destroy your data safely and efficiently. Plus, if we’re not on time, we’ll shred it for free. Reach out to one of our representatives to start using our HIPAA compliant services.

HIPAA (Health Insurance Portability and Accountability Act of 1996) is United States legislation that provides data privacy and security provisions for safeguarding medical information. HIPAA compliant shredding is vitally important for your business. This is for the following two reasons:

  1. You must release and destroy documents so that they are not found by others.
  2. So that privacy rules are not broken. Your business must remain in compliance with HIPAA when your records no longer need to be kept in your office.

Are you making sure your practicing HIPAA compliant shredding in your healthcare facility? As a healthcare professional, you already know how crucial it is to keep your practices in compliance with HIPAA. However, this does not only relate to the way you store and share data or patient information.

You also need to make sure you are properly disposing of protected health information or PHI. Healthcare facilities must safely destroy this data both electronically and physically. Keep reading to learn more about how to dispose of paper data using HIPAA compliment document shredding practices.

HIPAA Compliant Shredding: The Basics

The way you destroy medical data is incredibly important to keep your practice and your patients safe. HIPAA requires that paper data as well as hard drive data, be destroyed or shredded so that the data is unreadable and impossible to reconstruct. It needs to be impossible for a paper document to be put back together so that it can be read.

For this reason, working with a document destruction service that specializes in making paper documents entirely unreadable through shredding is a must. This is a way to keep you and your patients safe from data breaches and other risk factors.

Shred Medical Information Appropriately

It’s incredibly important that healthcare facilities are using the best shredding practices possible with their paper documents and information. Additionally, other file types, such as those that are electronic, also have certain destruction protocols. For electronic files and documents, you will need to use the correct technology to make sure documents are destroyed and unsalvagable.

This is the case for files such as X-Rays, X-Ray Films, tapes, hard drives, and any other kind of shreddable data or media. If you’re not sure if certain data, documents, or paperwork falls under the protected healthcare information category, it’s best to go ahead and use HIPAA compliant shredding and destroying practices anyways.

Set Up a Shredding Schedule

To make sure the appropriate data is being destroyed on a regular basis, you should work with a trusted document destruction company and set up a schedule for shredding. If you tend to have many documents that need to be destroyed within HIPAA guidelines at your healthcare facility, it may be best to set up a weekly, bi-weekly, or monthly shredding schedule.

If you tend to have a certain time of year in which you compile data that needs to be destroyed, you may consider setting up shredding appointments annually. Not only can this keep you in compliance with HIPAA, but it can also maintain the security of information while keeping your office safe and organized.

The HIPAA Shredding Process

You can hire IntelliShred to do this right away (along with following FACTA shredding standards), and we will handle everything. From that big box sitting in the back of your office, to the select files you have pulled out to be destroyed this week.

Step 1

HIPAA shredding begins with a record of all the files that you plan to release, and they will taken by one of our drivers who will shred them in our truck, on-site, at your location. The documents will be destroyed on equipment utilizing high-security shear shredding.  Your documents will shredded in a way that will make it impossible to piece together or recover.

You must hire a professional shredding company to help you with HIPAA shredding because they are certified to do this work.

Step 2

Schedule your appointment for the shredding when ready. You can also have a regular service program, where we provide you a container and service it on a regularly scheduled basis.

Step 3

Our truck will drive off with your documents, and they are certified safe until they are destroyed.
You may show a record of all the shredded documents that you have disposed of, and IntelliShred will stand behind you if you are ever questioned.

Step 4

Ensure that you have record of all the disposal appointments you have kept. Doing this, you’ll have the assurance that you will remain in compliance with HIPAA regardless of the number of documents you have or their sensitivity. Your clients and/or patients will be protected from any intrusion into their lives and personal history.

Step 5

Contact IntelliShred today to ensure that your document shredding is done at the appropriate time and in the appropriate way. Your documents will be destroyed according to what HIPAA shredding requires, and you will always do this within the bounds of the federal laws governing patient and client privacy.

In the digital age, there is sometimes still a need to use paper documents for interacting with your customers. Because this results in a large buildup of paper, shredding often becomes a necessity. There are strict laws in place which require you to destroy client data, transactions or other sensitive information after a certain amount of time. These documents should always be handled and destroyed properly to prevent any information leaks and identity theft.

The most convenient and precise way to get rid of this paper is to hire mobile shredding services. Here are the main benefits of hiring such services:


When you operate a business of any size, every minute of the day is important for maximizing productivity. After all, time is money. Thus you don’t want to waste any more time than necessary on tasks like shredding documents. Fortunately, a mobile shredder service can handle the job quickly and efficiently so that you won’t have to. There is no need to burden your staff with in-house shredding, compiling and transferring documents into bins and ultimately in small shredders which cannot handle high volumes. When you have mobile shredding services come to your door, your employees won’t have to stop their focus on the daily workload.


Hiring a mobile shredding service is also much more convenient than hauling the documents to another location or disposing of them yourself. Again, this is especially true when your small business generates a significant volume of documents that will eventually need to be destroyed.

A mobile service will come to you and take care of your documents so that you can focus your time and energy on more important matters. And there’s no reason to worry about your documents falling into the wrong hands because a mobile service will destroy them right before your eyes.

Cost Savings

When it comes to shredding documents, you need to have the right equipment to get the job done effectively and efficiently. This can be costly, especially when you consider the expense of equipment, the time it takes to shred the documents, the space required for shredding, and the inconvenience of storing the waste until it can be removed from your office. This is especially important when you need to dispose of a high volume of documents regularly.

Mobile shredding services are more cost effective because:

    • Shredding onsite saves money on transporting to a facility
    • Video monitoring provides an exact volume of shredded items

Compliance with Industry Regulations

Every small business must comply with specific safety and security regulations set by governing organizations within their industry. This includes the protection of customer and client information. A mobile shredder service provides the peace of mind of knowing that all sensitive documents have been properly destroyed.


Paper still has an extremely high usage in daily business and mobile shredding services are 10x more efficient than doing it the old-fashioned way. It’s no secret that more and more companies are taking great strides to protect the environment. This includes recycling their paper documents. When you hire a mobile shredder, the materials will then be recycled rather than dumped in a landfill, ensuring that waste is kept to a minimum.

It’s Not Limited to Paper Documents

Your primary concern might be the paper documents in your office, but you can shred just about anything that might contain private information. This includes floppy disks, CDs and DVDs, microfilm, microfiche, and even video cassettes.

Safety Of Information

Whether it’s paper, hard drives, or other sensitive information, mobile shredder trucks can instantly eliminate the risk of information being reconstructed. Right before your eyes it’s securely destroyed and the truck will provide documentation for every shred they do.

A Small Business Owner’s Guide to the Benefits of Mobile Shredding Services

Running a business isn’t easy. That’s why you need all the help you can get for keeping information safe and secure. Fortunately, this guide to mobile shredding services shows that destroying old documents doesn’t have to be expensive or complicated.

Intellishred’s mobile shredding services have been helping customers destroy and recycle paper, floppy drives, CD’s and DVD’s, Video Cassettes, Microfilm, Microfiche and more. Contact us today and let us help you purge your business materials. Please contact us to learn more about our document shredding services and to get a quote for your small business.

Once, data only took the form of paper, and destruction was as easy as shredding that paper until it was unable to be reconstructed. Now, most offices use a mix of data storage methods such as printed paper, email, and messaging tools such as Slack. This has made data disposal more difficult, and data less secure than ever.

Many companies are wondering how to dispose of data when it takes on so many unique forms. It is more important than ever to know about different forms of data destruction, so you can make sure your company is disposing of sensitive information in the most efficient and secure way possible.

So what is data disposal, and how can you make sure your data is safe from prying eyes?

What Is Data Disposal?

Data disposal refers to the act of completely destroying sensitive data beyond any hope of repair. This means paper documents are shredded, and not simply thrown away. It also means that hard drives are completely wiped or physically destroyed.

Simply deleting sensitive files is no guarantee that they will not be recovered in the future, as the information is still stored in the hard drive’s memory. Data needs to be completely wiped without any possibility of recovery to meet legal and ethical standards.

Why Data Disposal is Important

Data disposal is not just a good practice to follow for the success and security of your company – it is a legal obligation for most businesses. Federal privacy laws require data to be permanently destroyed after a certain period of time, to protect both your company and its employees. This is true for both paper documents and data stored on hard drives.

Disposal of business data is a fast-growing industry. Companies are now faced with surpluses of computers and hard drives that must be wiped in addition to paper documents.

Types of Data Disposal

Paper Shredding

Paper shredding is the simplest and most familiar form of data disposal. Perhaps your office is already equipped with a personal shredder. The act of paper shredding makes documents unreadable and allows them to be disposed of in bulk.

Paper shredding may seem as if it is on the verge of becoming obsolete, as most communication in the typical office happens via email or instant messaging. However, paper use is still widespread in American offices. The average office worker uses up to 10,000 sheets of paper per year, the equivalent of a 100-foot Douglas Fir tree.

The most innocuous printed-out email can contain sensitive or confidential information. It is important to shred paper documents on a regular basis, with an AAA-certified office shredding company.

Hard Drive Overwriting

Overwriting a hard drive is one of the most common forms of data destruction. It consists of writing over the data on an existing hard drive with a new pattern of data.

The advantage of overwriting is that the hard drives or electronics are still useable after being overwritten. They are essentially turned into new, blank products. However, overwriting has several distinct disadvantages.

First, it takes a lot of time to overwrite a hard drive. This may not be a problem for individual use, but if you have a company’s worth of data to dispose of, it can make overwriting too timely. When overwriting for legal purposes, a license ensuring the overwriting followed legal standards is required for each hard drive.

Second, overwriting is one of the least secure methods of data destruction. The overwritten data can often still be accessed in some form by a professional or by using certain software.

Hard Drive Degaussing

Degaussing is essentially exposing an electronic device to an extremely powerful magnet. The magnet disrupts the magnetic field of the electronic device, destroying the data within. Degaussing is much more efficient than overwriting, and more secure as well.

However, degaussing renders a device completely useless. If you wish to reuse your electronics after destroying the data, degaussing is not a good choice. There is also no way to thoroughly determine whether degaussing has worked without checking each machine individually.

Degaussing is also beginning to fall out of favor as hard drives are able to store information in smaller and smaller spaces. More efficient hard drives require more powerful magnets.

Physical Hard Drive Destruction

One of the most primitive-sounding forms of data destruction is also one of the safest – simply physically smashing or otherwise destroying a hard drive. This is the best way to ensure that your data is unrecoverable.

However, physical hard drive destruction is more than simply smashing a device with a hammer or dropping it from a tall building. Modern, AAA-certified data disposal companies use powerful industrial shredders to transform electronic items into small pieces of scrap metal.

Physical destruction is the most foolproof way to protect your data. Though it requires the disposal of the devices storing the data, there is absolutely no way for the data to be recovered. This is something neither overwriting nor degaussing can guarantee, making physical destruction the best choice for the disposal of business data.

Data Disposal for Your Company

Now that your “what is data disposal?” question is answered, you may be wondering about our data disposal services. We are fully certified members of the National Association for Information Destruction (NAID) as well as being certified in the highest level of data security.

We offer a full range of data disposal services including paper shredding, disposal of products (such as recalled or defective goods), and e-waste data destruction.

Call us today or use this form on our website to find out how we can make sure your data is safely destroyed.

Can you shred? If you’re picturing documents and not a ski slope, we’re on the same page.

Do you want to shred? Do you consider feeding the shredder an effective use of company time? Most people aren’t thrilled about the prospect of shredding documents themselves.

Who in your office is jumping up and down to deliver documents and data to the shred site? Those wanting to leave the office early may take advantage of the opportunity. But who should you trust to deliver such important and sensitive information? Navigating the world of document shredding and data destruction can be confusing.

Just because a company offers the service you need doesn’t mean it’s best for you. You need to be able to trust a document shredding service is one of integrity. The office shredding service you select needs to offer quality service.

There are many good reasons to outsource your home and office shredding services. Let’s explore some of the important facts to consider when deciding which office shredding service is best for you.


Identity theft and data breaches are real threats to any business. In fact, businesses around the world lose $3 trillion to fraud annually.

Shredding documents yourself doesn’t always prevent fraud from happening. Because noncommercial shredders are slower, documents often pile up before they’re shredded. This leaves sensitive information vulnerable and unsecured. When you shred documents yourself, you need to properly dispose of shredded material. Most cities will not accept shredded paper in recycling bins. Most shredded paper ends up in the garbage.

What do you do with your garbage? Leave it out on the curb or in the dumpster until it’s emptied. This, again, leaves it vulnerable to identity thieves.

Save Time

Shredders sold at office supply stores have many limitations. Even if they claim to shred staples or paper clips, it’s often too much for them to handle. Think of how many office documents you have in a single day. Will a shredder that can handle under 10 at a time be able to handle that?

Do you really want to employ a person to shred documents for you all day? If you don’t have an employee to shred, you will end up doing the job yourself.  Your company’s time is much too important to spend hours document shredding.

What about non-paper items? Document shredders won’t take care of hard drives or computers. Selecting a company that will shred documents and dispose of other items will save you trips to multiple locations.

Save Money

Office shredding services do charge a fee. However, consider the cost of in-house office document shredding. First, you need to invest in a shredding machine with enough features to meet your company’s needs. This new machine will also need maintenance and repair periodically.

As mentioned above, either you or an office employee will need to take the time to shred documents. It will likely take several hours per week if not per day depending on how much office document shredding needs to be done.

How much are your employees paid per hour? Now add up the cost of the machine itself plus the operator cost. Once you’ve done the math it’s clear, in-house shredding is much more expensive than hiring a service.

Less Hassle

What happens when your designated office shredder is sick or on vacation? You’ll need to pull another employee away from their job to complete the task. If the shredder breaks, you’ll need it fixed. What to do with the materials that need shredding in the meantime?

Once the shredded material piles up, you need to dispose of them properly. This usually means an extra trip to the shredding location. There’s a lot of hassle that comes with making sure document shredding is completed at your office. One smart initiative to start is a paper shredding business plan. This will let your employees and coworkers do the jobs you hired them to do, and let the office shredding service do the job they love to do.

Stay Compliant

Are you aware of government regulations regarding client/patient/employee information? Since 1995, the US government has passed several laws requiring the keeping and disposing of information.

By hiring an office shredding service, you’re letting the professionals handle proper disposal so you can focus on your business. Any document shredding service you hire should have a NAID AAA certification.

How An Office Shredding Service Works

Office shredding services have become increasingly popular as businesses realize their value. These services work by collecting your office’s sensitive materials in a designated bin.

However, not every document shredding service offers what your business needs. Let’s explore some of the different benefits offered by office shredding services.

Not Just for Paper

Office shredding services do so much more than shred paper. Many also have the ability to destroy non-paper items. To stay compliant, it’s important to destroy any hard drives, flash drives, monitors, x-ray films, CDs, disks, computers, and more.

Businesses that hold on to sensitive information in electronic or paper form may breaking the law. Operating outside of government regulation could result in lawsuits, fees, and even business closure.

close up of shredded paperOn-Site Shredding/Destruction

On-site shredding brings the shredding to you. Professional shredding services arrive with specialized equipment.  Your shredding service provider should offer a transparent process. This means you will be able to view your items from the time they’re picked up to after they are destroyed.

Your business will enjoy many benefits from using an on-site shredding service. Hauling your company’s documents and other materials can be a pain. On-site shredding allows you to see the job is done right. Following sensitive information out the door and through the shredder offers you peace of mind.

Why Not Drop It Off?

Some professional office shredding services require customers to drop off their materials. While it may not seem like a big deal, there are several major drawbacks to this method.

Stay Safe

Part of the reason for using an office shredding service is the convenience. Bringing your documents to a shredder can be almost as much hassle and wasted time as doing the job yourself.

Transporting your own sensitive material can also be dangerous. What if those documents are left in a vehicle or taken home by mistake? The consequences could be catastrophic.

Prevent Fraud and Temptation

While nobody likes to think about office fraud, it does happen. Employee theft costs businesses $50 million annually. Theft of that magnitude isn’t all stolen pens and thumbtacks.

Asking an employee to drop off sensitive material puts both of you at risk. The employee could be tempted to take home that flash drive or hard drive for personal use. A seemingly innocent act can result in a data breach or identity theft.

Placing the transport task on an employee also puts the company in a vulnerable position. If you are falsely accused and only one employee witnessed the transport process to the shredder, you could face legal action. Worse, your employee could lose their job by simply being a transport person. If they ran the errand alone, there’s no alibi to verify documents and materials made it from A to B.

Scheduled Shredding

Office shredding services should make your life easier. Consider selecting a service that will come to you when it works in your schedule.

By setting a recurring schedule with your office shredding service, you’ll be prepared for their arrival. Your workday is busy, you don’t have time to sit around and wait for someone to show up sometime within an eight-hour window.

Scheduling times with your office shredding service helps keep your business compliant as well. Some regulations require documents and/or data to be discarded in a certain time frame.

Documentation of the shredding service’s arrival and completed jobs protect your business. In the unlikely event of a lawsuit or accusation, you can prove you are following document and data destruction compliance practices.

The One-Time Purge

What if your business doesn’t have a great need for regularly scheduled shredding or data destruction? You can schedule a one-time purge of all documents and data.

A NAID certified office shredding service can come to your business once a week, month, or year.

This may be especially helpful if you don’t have a lot of sensitive information. Some businesses need to store documents and data to stay compliant with laws and regulations. In these cases, a one-time shredding and data destruction is an excellent solution.

The Proof Is in the Certificate

Any professional document shredding service should give you a Certificate of Destruction. This states that your documents and/or data have been destroyed. They are considered 100% irrecoverable.

Any company can sign a piece of paper claiming they have destroyed your documents. This is may not be considered a legitimate Certificate of Destruction.

A NAID AAA certified office shredding service will issue a Certificate of Destruction as a standard practice. Services that are not NAID certified shouldn’t be trusted to issue a legitimate Certificate of Destruction.

NAID has a strict code of ethics. NAID certified office shredding services should adhere to these same standards. A Certificate of Destruction from a NAID certified company is solid proof you’re shredding the right way.

Make Sure It’s Green

Disposing of shredded documents doesn’t seem too complicated. But what about other items such as returned merchandise, technology, or devices you don’t need? Each city has different regulations for the disposal of electronics and other uncommon items. Many landfills won’t accept electronics. If they do, they’ll likely set a limit on how many you can drop off.

Office shredding services are able to dispose of all materials in an environmentally friendly manner. Make sure whomever you decide to partner with is green. You can ask about their disposal practices if you’re uncertain.

As a business owner, you can feel good about choosing an environmentally conscious service. This also takes the burden of finding many different product disposal regulations off of you.

Which Office Shredding Service Is Best?

As with most services, you have options. Before you select an office shredding service, ask yourself the following questions.

  • Are they NAID AAA certified?
  • Do they provide a Certificate of Destruction?
  • Will they come to your location?
  • Are they environmentally conscious?
  • Do they allow you to view the entire shredding process?
  • Will they destroy other things besides paper? If so, what?
  • Are they knowledgeable about current data laws?

Asking the right questions to an office document shredding service is important. After all, you’re entrusting them with sensitive information.

If the company seems annoyed or put off by your questions, they may not be the right fit for you.

Ask For Testimonials

If you’re still not sure who to select for shredding office documents, ask the company to help. Request testimonials from others who have used their document shredding service.

Ask your colleagues who they use for document shredding. Those with similar businesses are a great resource. Find out what they like (or don’t like) about their document shredding service.

Choose The Office Shredding Service That Fits

The people at IntelliShred are here to answer those questions for you. We are more than just an office shredding service. We will dispose of almost any office material in an environmentally friendly way.

Unlike some other big-name companies, we come to your location. We invite you to watch the entire shredding process from A to Z. At the end, we’ll provide you with a Certificate of Destruction. We want to leave you with the peace of mind provided by a job well done.

Set up recurring visits or a one-time purge. We will work with your schedule. If we aren’t on time, your office document shredding service is free! Read our client testimonials, check out our website, or give us a call today at 1-866-747-3360. We look forward to working with you.

X-Ray Disposal

According to the laws in most states, patient X-rays are supposed to be kept on file for seven years after the last date of treatment—the same requirement as for patient records. In general, healthcare providers are aware that minor patient X-rays need to be retained until the patient reaches age 25.

X-ray disposal is crucial to maintaining a patient’s privacy – especially their health information. However, because of patient privacy laws and EPA regulations, you can’t just throw X-rays in the trash. X-ray films must be destroyed in order to protect a patient’s health information.

There have been several recent amendments to the Health Insurance Portability and Accountability Act (HIPAA) under the Health Information Technology for Economic and Clinical Health (HITECH) Act. These changes mandate that there be a more secure disposal of protected health information (PHI). The regulations behind HITECH state that all PHI, including all X-ray films, be securely destroyed before being disposed of.

HIPAA states that the responsibility of X-ray disposal falls into the hands of the physicians or health care facilities. Physicians or health care facilities can choose to have X-ray disposal either on-site or off-site, but it must be executed in a manner which protects the patient’s confidential information.

Other state-level rules and regulations may vary across the country and penalties for non-compliance can be harsh. It’s been noted that in some states, they mandate that there should be a notification and response from patients before the destruction of their X-rays. Before you begin moving towards destruction, it is extremely important to understand and adhere to your state’s regulations regarding X-ray disposal.

There are several methods of X-ray disposal. They include shredding, burning, or pulverizing them so they become unreadable and can’t be reconstructed. Small office shredders are certainly not fit for destroying X-rays and the films have hazardous material that cannot be legally disposed of in landfills.

There’s another reason X-rays should be properly destroyed. Dental, medical and veterinary X-ray films can cause harm to the environment if they are not disposed of in the right way. These films or remnants of them should not be disposed of into the waste stream as they contain silver, which is a heavy metal that can contaminate the environment.

The most secure way to destroy X-rays is to hire a professional services, like our commercial shredding services. Utilizing this type service is the most efficient and cost-effective way to destroy X-rays and other important health documents or records. These services can be customized to meet your destruction needs, but should also include a HIPAA Business Associate agreement and an immediate certificate of destruction.

x-ray disposal filmRecycling Personal X-Ray Film

While doctor offices and hospitals are required to dispose of x-rays properly, people who received copies of their x-rays may not know that they can’t throw them in the trash. Recycling x-ray film is a good way to protect your identity, but it’s also good for the environment. If you have old x-rays taking up storage space in your house, it may be time to recycle them.

Even if you think you don’t need your old x-rays anymore, contact your doctor to confirm that you can destroy them. If you plan to move or change doctors, it may be in your best interest to keep your x-rays to share with your new doctor. If your injury is connected to a lawsuit, you may need to keep your x-rays for legal purposes.

If your doctor says you no longer need them, they may offer to dispose of your x-rays for you. You can also remove your personal information from the x-ray and donate it to a school. Otherwise, the best way to know your information is safe is to dispose of your x-rays yourself.

You may think you can run your old x-ray through your home shredder, but the materials in x-rays can destroy your shredder. X-rays are made from PET plastics and silver, which are toxic in certain quantities. Many states legally require the proper disposal of x-rays since they can cause significant harm to the environment.

Disposing of x-rays goes beyond shredding them. The materials used to make x-rays are valuable. If you’re interested in protecting the environment, recycled x-ray film can be used for future x-rays once all personal information is destroyed.  Working with a document elimination company is the best option to get rid of your x-rays in an environmentally-friendly way. That’s why we offer one-time document shredding services to help you get rid of your x-rays responsibly.

Call Us For X-Ray Disposal Today!

IntelliShred is a leading professional shredding company that maintains HIPAA & HITECH compliance. We will ensure that your patient’s healthcare information is fully-protected by destroying and disposing of your X-rays. Upon completion, we will give you an official “Certificate of Destruction” for your records. Our fleet of high-tech, mobile shredding trucks will shred your confidential X-rays right at your location. We provide X-ray disposal services to medical offices and medical providers in the tri-state area.

For more information on how we can assist you, please contact us today.

Secure document destruction is vital for destroying sensitive documents such as medical documents that fall under HIPAA legislation. When you’re hiring a document destruction service, you need to be sure that they’re up to the task. How can you figure this out?

In this guide, we’re going to take a look at some questions that you should ask a secure document destruction service that you’re thinking of hiring to work out if they’re right for you. Are you ready to find out more and make the right choice? Read on.

1. Do You Have NAID AAA Certification?

One of the best questions you can ask is whether the company has been certified by the National Association of Information Destruction (NAID). The NAID is a world-leading trade organization for the document destruction industry.

To get AAA certification from the NAID, the company needs to be found to be in accordance with their guidelines. These strict guidelines touch upon a wide range of areas, including:

  • Hiring protocols
  • Operational security
  • Their information destruction process
  • Insurance coverage

If a company doesn’t pass an audit by the NAID, it may not be up to the task of dealing with your confidential information.

2. What Information Types Does Your Destruction Service Work With?

You need to pick the right destruction service for you. While almost every service deals with documents, if you want to destroy old hard drives and backup tapes, not every company can help you. This question will help you decide if a potential vendor has the ability to offer a comprehensive electronic shredding solution. Deleting or overwriting these devices still leaves your data vulnerable to unauthorized access. Besides destroying your paper records, the right shredding and destruction partner will also shred your media onsite.

If you’re looking for a service that does both, ask around and find a company that is experienced in dealing with paper documents and electronic waste.

3. What Types of Security Does Your Company Employ?

Security is vital in the destruction industry. It doesn’t only involve how your documents are handled at the destruction facility either. You need to ensure that there is a good level of physical security at the facility to prevent any document or electronics theft. Usually, if the secure document destruction service is worth hiring, they will make security a top priority. Their employees should have signed a confidentiality agreement, gone through extensive background checks and have participated in extensive training to do their job. Employee security is absolutely crucial – be sure the company has hired ethical people by asking about their hiring process.

You should also ask about the security that is involved with pickup. What security measures does the company take when its employees pick up your sensitive information?

4. How Will You Destroy My Information?

It’s worth finding out exactly how your information will be destroyed. Some measures are more secure than others and this applies to both electronic and physical documents. You should feel confident that your sensitive information is being destroyed or recycled safely and securely. Typically, vendors will give your office few bar-coded collection bins so that employees can easily drop in documents. When the bin is full, the vendor sends someone to scan each bin to record the fill level. Then, if the vendor has a mobile shredding truck, documents are shredded on-site. If not, the bins are transported to a secure shredding facility.

We would recommend asking about their destruction methods then researching them to ensure that they meet your standards.

5. Will You Provide Proof of Destruction?

You want to ensure that any destruction service that you hire gives you proof of destruction. If they can’t prove that they’ve securely destroyed your information, you may be left wondering whether your items were really destroyed at all.

Many companies will offer you a certificate of destruction after your information has been destroyed, which is well worth having.

Whatever vendor you choose, be sure that they offer mobile shredding services. Sometimes, with off-site shredding, the transporting of your documents from your office puts them at a higher risk of being lost, misplaced or getting into the wrong hands. There are shredding companies that provide mobile, on-site shredding, as well as emergency shredding services. Make sure you choose the right vendor for the needs of your company.

How We Can Help You

If you’re looking to hire a professional and expert destruction service, we can help you. We have a lot of experience in destroying documents and electronic waste and would be happy to help you.

For more information about our services or pricing, please get in contact with us.

IntelliShred has years of expertise in secure document destruction – we’re NAID certified and we’re able to successfully help companies protect confidential information. Contact us today to find out more about how we can help your business.

Scheduled Shredding Services

Although many companies invest in digital security systems to safeguard their private information, there is still a continued need for the protection of sensitive information that is stored on tangible paper documents. Unfortunately, this need can sometimes go overlooked or undermanaged, costing the company valuable time, money, and productivity. In some cases, proprietary information such as trade secrets, product formulas or recipes, and financial records have been stolen or compromised, doing enormous damage to the company.

Today’s businesses must hire commercial paper shredding companies to ensure their information is destroyed properly. Thorough, scheduled shredding isn’t a tedious practice, it’s a vital part of data security, and can save your company valuable resources. At IntelliShred, we can provide you with the document destruction services you need to clear out space, improve employee productivity and most importantly, protect the valuable information you’ve accumulated to keep your business secure. The list is not exhaustive, but here are three benefits you’ll gain from our services.

There are many benefits to hiring a mobile shredding company that offers regularly scheduled shredding services:

  • Productivity – Time is money as the saying goes, and in today’s demanding business environment, it’s never been more true. Employees are required to produce results at unprecedented levels, and if they are forced to spend their time on paper shredding, they won’t be able to devote their energy to the projects you need to achieve maximum productivity and profit. With IntelliShred, you can let us handle your regular shredding needs so you can get back to work.
  • Protection – From the Health Insurance Portability and Accountability Act to the Fair and Accurate Credit Transactions Act, we’re familiar with the laws surrounding information security, and we’re able to destroy your documents according to all government regulations so that they are completely irrecoverable. A shredding service can help your company regularly maintain compliance with all of the regulations surrounding information and privacy. The Health Insurance Portability and Accountability Act (HIPAA), the Fair Trade and Accurate Credit Transaction Act (FACTA), and Gramm-Leach-Bliley (GLB) all enforce federal standards on privacy of confidential information. Shredding on a regular basis ensures you will meet all the privacy protection standards. From locked document containers to tracking systems that monitor your documents as they are handled, we provide multiple security measures to ensure that all information security rules are followed, thus saving you the cost incurred by potential violations. We will also give you a certificate of destruction to verify that you have adequately shredded your documents, protecting you from costly liability claims.
  • Profit – One way or another, companies that produce large quantities of documentation are going to have to dispose of their data. The space required to store accumulated documents, the time taken for employees to properly dispose of them, and the cost of adequately disposing of their paper is all much more expensive than our low-cost scheduled shredding services. We will develop a weekly, bi-weekly, or monthly shredding schedule based on the needs of your business, and our scheduled shredding services will keep your office space clutter-free and running smoothly, at an affordable cost to you.
  • Reducing liability – Regularly scheduled shredding services save you from paying your employees overtime. It allows your current employees to be more efficient and productive so they can continue to focus on more important business matters. In order to start with this type of service, the provider will install document collection containers within your office space, allowing employees to discard items in a secure fashion. These containers are then emptied according to your customized schedule and your documents are then shredded safely and securely.
  • Protecting your business reputation – Most businesses rely on their good reputation to maintain a constant flow of customers. When documents are not properly destroyed, they may fall into the wrong hands and this could affect your company’s reputation. To manage the negative PR could cost you hundreds, if not thousands of dollars – that’s money out the window! Your clients, your employees, and possibly your whole community will no longer trust your business practices.

It’s best to find the right professional for the job – make sure the one working for you is screened, uniformed and has experience in shredding and destruction. Typically, customers choose to have the shredding done at their business location by a mobile shredding truck, but it’s also possible to have the items transported to a secure warehouse where the shredding is executed.

IntelliShred has been servicing the tri-state area for over two decades. We hire only the best technicians for our shredding and destruction teams and we pride ourselves on how dedicated they are. Our customers continue to shred with us again, and again and we’re happy that they know we’ll help them relieve the burden and stress that comes with this important task. As part of our services, we will:

  • Protect Your Confidential Information
  • Ensure Compliance with HIPAA, GLB & FACTA
  • Provide High Security On-Site Shredding
  • Offer Flexible Scheduling
  • Save you money – our regularly scheduled shredding services cost less than $2.00/day!

From freeing up your employees to do more productive work, to protecting yourself from security breaches and ensuing legal violations, to clearing out space and finding a more cost-effective way to dispose of your documents, the benefits of regular shredding are so numerous that the only question to be asked is: why would you dispose of your documents any other way? Our scheduled shredding services are both affordable and professionally handled, and our customized shredding appointments may even save you money on our own services. So, if you need a safer way to protect your sensitive information and want to save on time, money and resources, start by letting IntelliShred handle your scheduled shredding needs!

With a shred-all policy, you destroy all your business documents when they are no longer needed. The alternative is selective shredding, where employees determine which documents need to be shredded. All businesses handle sensitive information, so whether to use selective shredding or a shred all policy is a discussion all managers and owners need to have.

Confidential information includes personal information, account details, and other basic business records. When no longer needed, this information needs to be destroyed securely to avoid the risk of it being compromised. The loss or theft of customer information can have severe repercussions, including loss of reputation or trust, legal issues, and severe fines as a result of not complying with data protection regulation.

A shred-all policy appears to have the edge over selective shredding for most businesses. Here are some of the benefits of utilizing secure document shredding for all of your unneeded documents in your business.

Advantages of a Shred-All Policy

  1. Efficiency. A shred-all policy reduces the burden on staff regarding decision making. Having to decide what needs shredding and what doesn’t takes up valuable time and energy, leading to decision fatigue and potential errors. By removing that decision-making process, you can free up your workers to get on with their core roles.
  2. Effectiveness. By shredding every document the business no longer needs, there is less chance for something critical to slip through the net. Instead of risking mistakes every day, shredding all unneeded documents reduces the possibility of human error and ensures that no confidential data will end up in the wrong hands.
  3. Fairness. Making individual workers responsible for a company’s data protection is a burden. A shred-all policy prevents any one person from being to blame for the loss of confidential information. All workers should work together and share the responsibility to ensure the security of data.
  4. Staff training. It’s easier to train staff to shred everything than it is to explain how to identify truly critical confidential and sensitive information. A shred-all policy simplifies the workday and training procedures.
  5. Compliance. Shredding everything means that you are not taking chances with compliance. Breaking laws that govern the protection of private information, such as the Health Insurance Portability and Accountability Act (HIPAA), can incur severe fines, even if the violations are accidental.
  6. Space. Shredding unneeded documents saves money that would otherwise be used on storage. Many businesses use expensive office space or storage units to maintain old files. Shredding them freeze up valuable real estate that could be used more effectively and profitably. The use of storage units could be reduced or eliminated.
  7. Cost. You may find the cost of shredding everything is not much more than the cost of shredding only your critical information. By shredding everything, you streamline your processes and clear the decks in one fell swoop. Get in touch with us for a quote to see the potential cost savings a shred all policy.

In our experience, a shred-all policy has significant advantages over selective shredding. If you would like to talk about adopting a shred all policy, we can help you make it happen and facilitate the transition. You will be certain that everything is destroyed that we have destroyed everything securely, removing the worry that things may slip through the net.

We will help you implement an effective shred all program. Get in touch with our professional team for helpful, friendly, expert advice, and a quote with no obligation.

There are so many challenges companies may have to overcome these days – facing identity theft should not be one of them. The most effective way to protect individuals and businesses from theft is to hire a professional document disposal company to shred and destroy any confidential information.

Corporate identity theft can easily occur in the following ways:

  • Unprotected documents stolen from work by employees or staff
  • Data breaches and digital theft due to lack of cybersecurity protection and firewalls
  • Pickpocketing wallets, checkbooks, stolen paper mail from unlocked offices or desks
  • Confidential information directly taken from the trash or recycle bin

You are required by law to dispose of all of your documents properly. States have set up specific laws about what information needs to be removed from the file before you can dispose of it. You need to either black out all personal information, including social security numbers, account numbers, names, addresses and phone numbers or you need to shred the documents.

These are the key privacy regulations you need to be familiar with:

  • The Health Insurance Portability and Accountability Act (HIPAA) This law requires that healthcare industry professionals responsibly shred discarded patient information
  • The Fair and Accurate Credit Transaction Act (FACTA) of 2003 was established to help reduce the risk of identity theft by requiring responsible shredding of discarded customer information
  • The Gramm-Leach-Bliley Act (GLBA) This law requires banking and financial institutions to consistently protect the privacy of consumer data.

It’s essential for your business to establish a document disposal process. Train your employees so they have a good understanding of how you wish to manage document destruction and disposal. There are several state and federal laws which insist that you safeguard private information for your employees and customers. In order to remain compliant with these regulations, you must frequently destroy confidential and obsolete business information. It’s best to schedule a specific time each year or each quarter to sort through your documents in order to determine which ones should be destroyed.

Having a process in place helps you organize your current documents when it’s time to dispose of them. It’s key to have a good understanding of which documents you should permanently keep in your office, which ones need to go into storage, and which ones you can dispose of. For instance, if you have used the document or file in the last six months, you should keep it. Old business contracts and legal documents can be stored in a locked office or cabinet on-site. It’s absolutely crucial that medical records should be kept longer than a sales projections and other files. Old hard drives should also be properly destroyed, which can be achieved through on site hard drive destruction services.

Hiring A Document Disposal Company

When you hire a professional document disposal company, be sure they are certified by the NAID and that they have trained their technicians at the highest level of proficiency. When you shred on-site, a Certificate of Destruction should be provided by your document disposal company once the job is complete. This is proof that your sensitive documents were completely destroyed using proper methods, according to the highest standards in the industry.

IntelliShred has been servicing the tri-state area for over two decades. We hire only the best technicians for our shredding and destruction teams and we pride ourselves on how dedicated they are. Our customers continue to shred with us again, and again and we’re happy that they know we’ll help them relieve the burden and stress that comes with this important task. As part of our services, we will:

  • Protect Your Confidential Information
  • Ensure Compliance with HIPAA, GLB & FACTA
  • Provide High Security On-Site Shredding
  • Offer Flexible Scheduling
  • Save you money – our regularly scheduled shredding service costs less than $2.00/day!

Contact us today for more information on our services. We’re happy to answer your questions!