What is Audit Documentation for a Shredding Service?

May 1, 2021

When it comes to a shredding service, the phrase “audit documentation” simply refers to the documentation of the procedures — storage, transportation, and destruction — that were performed by a shredding company.

Audit documentation is an important part of any data destruction service, and that includes shredding companies like SEAM in South Dakota.

At SEAM, we understand that compliance with regulations like HIPAA can be difficult. That’s why we want to make it easy for our clients to show that they have fully complied with all regulations surrounding the disposal of sensitive documents.

What Does Audit Documentation Include?

Audit documentation is a detailed report that records the process of data destruction. It can help business owners to confirm that they’ve followed the legal requirements for disposal of private data.

Our audit documentation provides:

  • Serial numbers
  • Location of shredding
  • Proof that it occurred
  • Date and time
  • Transactional data

In addition, we provide detailed asset reports for every device and piece of equipment that we handle. These asset reports give our customers transparency, and include:

  • Make and model
  • Serial number information
  • Weights
  • Date processed
  • Counts

These detailed reports ensure that our customers can view their assets at any point in time; all of this information is available for viewing 24/7 on our customer portal. Our reports also help our customers to prove their compliance with the data destruction regulations.

Why is Audit Documentation Important?

It is important that we provide our customers with data disposal documentation. To establish a clear chain of custody, we must provide data tracking and documentation.

Companies can be faced with liability for data, even after they hand it to a shredding service. For this reason, we know that it’s important to provide proof of compliance with privacy regulations. Audit documentation is legal evidence that shredding occurred, along with supporting documentation of the data destruction for later review.

We want to help you keep your professional reputation safe; that’s why we guarantee that your data has been transported, stored, and destroyed in accordance with the industry’s regulations.

The Audit Documentation Process

We are responsible for shredding your documents in a way that will keep your data safe.

For all of our transportation and destruction processes, we include all of the required information to make sure that there is a detailed chain of custody that we can present to our clients.

There are a few different types of reports that we provide our customers with, which include:

  • Certificates of destruction
  • Equipment serial number or asset tag reports
  • Hard drive serial number reports
  • Transport and receiving reports (for chain of custody)

Formal audit documentation is a way to provide proof that shredding was conducted in compliance with regulations.

At SEAM, we understand the value of proper data disposal. We want to take care of all of your data disposal needs so that you can have peace of mind. If you’re ready to see what we can do for you and your business, give us a call today!

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.