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Document shredding practices are crucial to any business that manage papers containing sensitive data, but the healthcare industry has some of the more stringent requirements when it comes to the regulation of retention and destruction. HIPAA rules and regulations are enforced and come with serious consequences if not followed.  

Though patient health records are mainly stored in digital format, there are still plenty of health practices that use paper charts when logging information from the patient or issuing signed release forms. When the retention period is up (typically 6-7 years), the documents require thorough destruction. Shredding these files is the universal method of destruction. 


What are HIPAA’s document destruction requirements? 

HIPAA has outlined specific requirements when it comes to the proper disposal methods, which include shredding, burning, pulping, or pulverizing any paper records that contain personal health information to the point that the items are completely unreadable and indecipherable. 

How to Properly Destroy HIPAA Health Records 

HIPAA violations come with big-time consequences. As the graph above shows, each violation is treated by individual cases, which can quickly stack up in fines for a poorly managed records system. Document shredding services are the standard for healthcare industries when it comes to records destruction. Shredding professionals collect boxes of paper to be shredded directly on-site or at a secure, offsite facility. 

On-site Document Shredding 

For document shredding done at your location, mobile shredding is the clear solution to handle these needs. Whether you prefer to witness the document destruction process for legal reasons or just personal reassurance, mobile shredding does just that. A shredding truck parks at your location’s parking lot and shreds boxes of paper instantly with the industrial shredder that is built into the vehicle. Hundreds of pounds of papers are turned into indecipherable confetti, later to be shipped for recycling. 

Document Destruction Offsite 

Document shredding can be performed offsite for healthcare practices that have higher volume shredding to do. Locked bins are kept in the building that employees can drop off papers that need to be shredded, whether there was a clerical error or it is past the required retention period. A scheduled truck will come pick up these bins, transport them to a shredding facility, and securely shred all your documents. 

Both services offer a certificate of destruction that outlines the time, location, and witness (if applicable) to the destruction process. Chesapeak Shredding is a member of NAID and MSA.  


5 Reasons Why Secure Hard Drive Destruction Benefits Your Business

When it comes time to get destroy hard drives in your organization, it is important to make every effort to avoid data breaches. While it may seem more cost-effective to eliminate the drives yourself, you run the risk of your data being retrieved and used maliciously. The most secure method for hard drive destruction is to hire a professional company which specializes in the proper destruction of electronic data storage media.

Your Data is Unrecoverable

Criminals can easily retrieve data on erased hard drives, somewhat damaged hard drives, or hard drives that are simply thrown away. Wiping the data on a hard drive does not guarantee the data is completely removed. Physical destruction using high-security data destruction machines can securely destroy hard drives and make any data unrecoverable. Chesapeak Shredding uses a hard drive shredder onsite. Click here to watch video!

Avoid Hefty Fines

Businesses face heavy fines when they do not properly dispose of their data storage media. Businesses that need o be HIPPA compliant or adhere to the SEC or FINRA regulations are most susceptible. Each time there is a security breach, your business may end up losing thousands of dollars towards fines. Avoiding these fines is easy by using a professional data destruction company.

Free Up Office Space

Storing old hard drives can take up valuable space in your workplace. Destroying these hard drives is not only time-consuming but risky if you are not using a high-security data destruction machine. In order to save time and free up office space quickly, you can enlist the help of a hard drive destruction company.

Ensure Your Company is in Regulatory Compliance

A professional data destruction company is knowledgeable about regulations for destroying data storage media. It is their job to follow these laws and ensure your business remains compliant. This eliminates the worry of fines as well as ensuring your hard drives are properly disposed of according to the laws that apply to electronic data storage media. Chesapeak Shredding will issue a Certification of Destruction (COD) with the technician’s name and the date of destruction.  There will be a copy kept on file with our company and your business will be issued one.

Complete Removal of All Data

A data destruction company can ensure that all of the data on your data storage media is completely removed. They accomplish this by physically destroying the hard drives using a high-security media destroyer.  This will render data on hard drives unrecoverable. This means that data cannot be retrieved even when using modern forensic techniques and this is why you should destroy hard drives.

5 Types of Documents to Shred to Protect Identity Theft

Posted by admin on November 20, 2017
Category: Blog

With the holidays around the corner, unfortunately this is a time where criminals will attempt to steal your identify.  It is important to properly shred your documents to protect against identity theft at all times, but more importantly around the holidays.  Here is a quick list list of the 5 types of documents to shred to prevent identity theft. Chesapeak Shredding offers many ways to shred your documents. Call 410-322-8700

1. Documents Containing Financial Information

Anything that comes from a financial institution could potentially be used by an identity thief. Sure, you have to keep copies of bank and credit card statements for record-keeping purposes, but only for three years. Anything older than that you should shred. In addition, shred canceled checks, voided checks, and any online purchase orders that contain your bank account or billing information.

2. Documents Containing Personal Information

Your personal information is what identify thieves are after.  Your date of birth, social security numbers, your full name and address including your driver’s license number.  This could involve documents from the IRS, MVA or other vehicle registration agencies.  Also, travel documents contain personal identifiable information.  Shred these types of documents!

3.Documents Containing Account Information

Account numbers, user names and passwords are important pieces of information and thieves are trying to capture them via online and thru paper documents.  You should shred any mail printed information such as credit card, personal property, tax bills or other type of bills.  This includes utility, cell phone, internet bills for all properties such as rentals and vacation properties.

4.Junk Mail

Junk mail can be dangerous. Most people don’t realize it, but junk mail usually has a computer barcode on the front that can sometimes contain personally identifying information. This includes so-called pre-authorized credit card offers, mail from insurance companies and lenders, and even mail from associations such as the AARP or other membership organizations that may have access to your personal information. Companies market to certain demographics, often based on your age group, occupation, or purchasing habits. So you should shred all of your junk mail, including the return envelopes provided with it.

5.Child- and School-Related Mail

Identity thieves don’t discriminate, and they aren’t known for their compassion, so they won’t care if they steal a Social Security number whether it belongs to a child or an adult. Therefore, the  mail you receive concerning your children, their medical records, and school information goes in the shred pile. If you received copies of your children’s birth certificates, shred them.


Chesapeak Shredding is now MSA Certified!

Posted by admin on October 16, 2017
Category: Blog

Chesapeak Shredding is now MSA (Mobile Shredding Association) Certified.

Why does this matter?

Chesapeak Shredding recently applied and has been successfully certified by MSA (Mobile Shredding Association).  To become a member of MSA you must meet the security requirements and be held accountable for annual audits.  The audit process is conducted by a third party security auditor to ensure MSA continually meets the standard security requirements.   Shredding companies which apply and are accepted by MSA demonstrate to their customers that they promote and support the most secure method of records destruction and proven they operate within the highest of industry standards. Mobile shredding offers the customer the opportunity to witness the real time destruction of their records.  Chesapeak Shredding upholds the strongest security standards by abiding by the NAID and MSA rules and regulations.

The other day I was walking through the hallways of a self storage unit and I kept thinking of the hit TV show “Storage Wars”.  I wondered how many of these units contain boxes of personal and business confidential information or computer hard drives and any computer hardware.  A self storage unit is not a reliable place to store sensitive  confidential documents.

Here are a few reasons to understand where your confidential information is:

#1. Understanding the managers or other employees who have access to the storage unit.  How much employee turnover happens in your business?  Do you track who has keys or access to the storage units?

#2.  Who has an inventory of the documents being stored?  If any document is needed how quickly can it be found and what condition is the document in?

#3.  In the case of any lawsuit, all information and records are subject to discovery.  The answer “no one knew it was there” is not an acceptable answer.

#4.  Although self storage have security cameras and other security measures in place, you can not protect against burglary and other break-ins where theft occurs in storage units.

#5.  Do you know the condition of the storage unit?  Is there water damage or did a critter gain access and begin destroying your documents?

There are many other reasons not to store information in self – storage units. If this article raises an eyebrow or makes you think about how and where your information is stored then call Chesapeak Shredding.  We can purge any confidential information or hard drives that can help protect your business.  We also can begin to turn documents and confidential information into soft files that are encrypted and stored in the cloud   Give us a call 410-322-8700 or visit us on Facebook  to discuss options to help your business.