Definitions

On-site refers to services or activities conducted at the client’s physical location, rather than at an external facility or off-site location. In the context of document destruction and records management, on-site services involve bringing specialized equipment, such as shredding trucks, directly to the client's premises to securely handle and dispose of sensitive materials.

Key Aspects of On-site Services:

- Convenience: Provides secure and efficient destruction or handling of materials without the need to transport them to another location.

- Enhanced Security: Ensures that confidential documents or materials remain under client control and oversight throughout the entire destruction process.

- Witnessing Capability: Allows clients to observe the process in real-time for added assurance and compliance with specific security or regulatory requirements.

On-site services are ideal for clients who prioritize immediate destruction, maintain strict data protection policies, or prefer to supervise the process directly at their location.

"Off-site" refers to services or activities conducted away from the client’s physical location, typically at a specialized facility or third-party site. In the context of document destruction and records management, off-site services involve securely transporting sensitive materials to an external location where they are processed, stored, or destroyed.

Key Aspects of Off-site Services:

- Secure Transport: Materials are collected from the client’s location and transported to an external facility using secure, monitored vehicles.

- Controlled Environment: Processing and destruction occur in a facility equipped with advanced security measures and procedures, such as access control, surveillance, and NAID AAA Certification standards, if applicable.

- Cost Efficiency: Off-site services may be more cost-effective for large volumes of material or recurring destruction needs, leveraging economies of scale.

- Detailed Documentation: Clients receive documentation, such as a Certificate of Destruction (COD), to verify that materials have been processed securely and in compliance with regulatory requirements.

Off-site services are suitable for clients seeking cost-effective solutions, where immediate destruction is not required on-site, and where secure handling and destruction at a specialized facility is preferred.

A Certificate of Destruction (COD) is an official document provided by a shredding or destruction service to certify that materials have been securely destroyed in compliance with legal, regulatory, or internal company requirements. This certificate serves as a formal record, ensuring that confidential documents, electronic media, or other sensitive materials have been properly disposed of, preventing unauthorized access or data breaches.

Key Components of a Certificate of Destruction:

- Documented Proof: Confirms the date, time, and location of the destruction.

- Description of Materials Destroyed: Typically includes the type, quantity, and source of materials.

- Certification of Compliance: Verifies that the destruction process adheres to industry standards and regulations, such as NAID AAA Certification or HIPAA compliance, if applicable.

- Authorized Signatures: Signed by an authorized client representative ensuring accountability.

- Unique Identifier or Reference Number: Often includes a unique serial or tracking number for easy reference and record-keeping.

The COD is an essential element in data protection protocols, offering assurance that sensitive information has been securely destroyed. It provides a reliable audit trail for companies to demonstrate their commitment to data privacy and regulatory compliance.

A Security Console (also known as an Executive Console) is a secure, lockable container used to store confidential documents prior to shredding. These consoles are commonly used in offices and other professional settings to ensure secure, temporary containment of sensitive paper materials. The standard size measures approximately 36"H, 20"W, and 16"D, with a smaller 24"H version available.

Key Features:

- JCAHO Compliant: Meets standards set by the Joint Commission, ensuring it is suitable for healthcare and other regulated environments.

- Manufactured in North America: Ensures quality control and adherence to industry standards.

- Anti-Phishing Paper Deflector: Enhances security by preventing unauthorized removal of documents from the console.

- High-Quality Solution: Provides robust security for confidential materials.

- 180-Degree Hinge: Allows for easy and efficient access during servicing.

- Wall-Hugging Liner, Bag, or Box Design: Maximizes space efficiency by minimizing the console's footprint.

- Ergonomic and Space-Efficient: Designed to fit comfortably in various office layouts without obstructing movement.

The Security Console is an essential component of secure document management, designed to support data protection protocols by securely storing sensitive documents until they are shredded.

A 64- and 96-Gallon Security Cart (also referred to as a Bin, Toter®, or Basket) is a large, durable container designed for the secure collection and transport of confidential documents destined for shredding. With dimensions of approximately 42.5"H x 24.25"W x 27.75"D, it offers ample capacity for high-volume environments.

Key Features:

- Locking: Available with an external metal hasp for enhanced security with a dedicated company-issued padlock.

- Molded Paper Slot and Deflector: Adds security by restricting access to the interior, preventing unauthorized removal of documents.

- Made in North America: Guarantees high manufacturing quality and adherence to industry standards.

- Environmentally Friendly: Constructed from materials that are 100% recyclable.

The 64-Gallon Security Cart is an essential tool for secure document disposal, particularly suited for businesses with high paper disposal needs. Its robust construction, ergonomic design, and security features make it a reliable solution for maintaining document confidentiality during the collection and transport process.

In the context of paper material storage, "overage" refers to the situation where the volume of paper exceeds the capacity of the designated security container. When overage occurs, the container is unable to fully contain and secure its contents, leading to overflow or an inability to properly close or lock the container. This compromises the container's intended function of securely holding sensitive or confidential material, potentially exposing the contents to unauthorized access, loss, or damage.

Any accessible material not within the confines of the security container shall be considered overage. It is up to the discretion of the on-site shredding technician to determine whether the overage is subject to additional charges. Overage can also be visually assessed in various situations, including:

- Security Console: Paper is visibly protruding from the deposit slot, or the customer has opened the console door and overstuffed the bag, making it difficult or impossible to close the door securely or causing it to close with significant pressure behind it.

- Security Cart: Paper is protruding from the deposit slot, or the contents are mounded above the container’s top lip (measured when the lid is flipped open).

Overage will be measured in sizes commensurate with a standard letter box (measuring 10.5" x 12" x 15") at the discretion of the shredding technician conducting the service. The shredding technician is the sole judge of this measurement.

Issues with overage can be managed in various ways, including but not limited to:

- Decreasing paper usage,

- Increasing the frequency of service,

- Increasing the number of security containers, or

- Changing the size of the security containers.

These solutions help ensure the secure handling and containment of materials within the designated security containers.