What is a Certificate of Destruction?

Sep 19, 2020

As a responsible business owner, you naturally want to do all you can to protect confidential customer data and comply with all applicable consumer privacy laws, as well as any industry regulations (HIPAA, FACTA, etc.) that affect your company.  However, like many aspects of business operations, you may have to outsource your data destruction and IT asset disposition (ITAD) services to third-party professionals.

Many South Dakota businesses simply don’t have the resources to manage these needs in-house.  Not only can it be difficult to keep up with stringent rules and regulations, which often change as new technologies emerge, but you have to purchase and maintain pricy equipment that meets shredding standards, and you have to task employees with data destruction activities, taking time away from more important work.

The problem is finding an ITAD partner you can trust.  Even if the vendor has a good reputation, you might be wary of their downstream partners, for example.  This is where certifications from lauded organizations like R2, the National Association for Information Destruction (NAID) or eStewards can help, but you may also want proof of destruction for your records and your own peace of mind, and a Certificate of Destruction can provide it.

What is a Certificate of Destruction?

A Certificate of Destruction is a document provided to your company by an ITAD service provider as proof that paper documents, hard drives, or other IT assets have been destroyed in compliance with all applicable laws and industry standards.  A Certificate of Destruction and Recycling also ensures that any remains have been properly disposed of following destruction.

This certificate may include several key pieces of information, such as client name and address; service provider name, logo, and/or letterhead; date of service; type of service (i.e. method of destruction); a legal statement that serves as confirmation of the services provided; and the signature of the person completing the service.

One thing you need to know up front is that any service provider can issue their own certificates, but that doesn’t necessarily mean they’re backed by reliable practices.  It’s up to you to exercise due diligence in finding an ITAD partner that carries notable certifications so that the Certificate of Destruction you receive actually has some weight behind it.

At the very least, you’ll want to find a vendor that is fully licensed and insured, that is a NAID member in good standing, that undergoes EPA inspection, and that holds certifications like R2:2013, eStewards 3.0, ISO 14001:2015, and OHSAS 18001, for example.  You also want to make sure that your service provider fully vets downstream partners to ensure compliance every step of the way.

Why is a Certificate of Destruction Important?

A Certificate of Destruction and Recycling is a guarantee that all data collected by your ITAD partner has been completely destroyed, and that any remains have been properly disposed of, protecting you from the risk of information theft that could lead to data breach and identity theft.  This is not only important as proof of compliance with consumer privacy laws and associated industry regulations, but it serves to provide you and your customers with peace of mind that confidential data is secure.

Is your South Dakota business seeking a certified ITAD service provider?  Contact the reliable team at SEAM today at 605-274-7326 (SEAM) or online to learn more and request a quote.

SEAM provides IT recycling and data destruction services including onsite shredding and hard drive wiping to South Dakota, North Dakota, Minnesota, Iowa, and Nebraska.

Schedule a pickup or contact us for more information.