Creating a comprehensive document retention and destruction policy for your company ensures all records are safely and securely stored or destroyed in compliance with Arizona legislation. If you own or manage a business that handles private, sensitive, and confidential data, it’s even more important that you partner with a reputable, trustworthy document destruction company. At Citizens Business Archives, we create strong working relationships with our clients and work closely with them to understand and comply with their document destruction policies. We offer secure document storage and certified document shredding processes in Arizona to businesses of all sizes in all industries. We have decades of experience working with companies in the medical, legal, educational, and financial industries that need certified sensitive document destruction. Take a look at our tips for creating a document destruction policy, and how we can help you adhere to it.
Identifying Your Records and Media
You can’t create a document retention and destruction plan without fully understanding the documents and records you work with every day, and how they are currently stored. You will need to consider original documents as well as reproductions and copies, including electronic or scanned copies. At Citizens Business Archives, we offer robust document indexing and we use a state-of-the-art barcoding process and computerized inventory system to track all records you place in our Arizona document storage warehouse.
Evaluating Record Retention Periods
Your document retention periods are likely going to be dictated by Arizona legislation or federal law. Tax documents, healthcare documents, human resources documents, and certain financial documents have a specific time period they need to be retained in a physical or electronic format. Once you determine how long each type of document should be retained, you will need to schedule document destruction for records outside that retention period. Our inventory system at Citizens Business Archives allows you to track the retention period for key documents and schedule secure document destruction in a timely manner.
Developing a Plan for the Creation, Distribution, Storage, and Retrieval of Records
Your document retention policy must address the creation, distribution, storage, and retrieval of records. Outlining the document lifecycle will make it easier to inventory and track your documents so that you have a reliable chain of custody. At Citizens Business Archives, we offer secure document storage in Arizona, and pickup and delivery services for documents of all types.
Developing a Plan for Secure Destruction of Records
Document destruction is a key element of any document retention policy. Documents that are no longer needed and that you are not legally obligated to retain should be securely and completely destroyed. At Citizens Business Archives, we offer customizable certified document destruction in Arizona. We will provide you with secure shredding bins where you can collect documents that need to be destroyed. We will then pick them up, transport them to our secure facility, cross-shred them, and provide you with a certificate of destruction. This maintains a documented chain of custody for your records. We can also provide document shredding and electronics record destruction for documents you have in our storage facility.
Partner With Us for Document Storage and Destruction in Arizona
When you partner with our team at Citizens Business Archives for document storage and destruction in Arizona, you are getting an experienced, reliable, and proactive team of experts who will work closely with you to implement your records retention and destruction policy. We will help you make your business more efficient, productive, and compliant. Call us today at (520) 882-4434 or contact us online.
