Category: Document Shredding

Accounting firms are typically very busy, especially leading up to tax season. It may be difficult to implement new protocols or practices during the busy season, but in order to remain compliant with the law and protect your clients’ data, it’s important to have a policy in place for secure document destruction. At Citizens Business Archives, we have helped hundreds of local tax firms establish a process for document shredding that ensures all confidential and secure documents are completely destroyed. If you’re still on the fence about whether your firm needs document shredding services in Arizona, read on to explore the benefits of establishing a shred policy.

Maintain Compliance 

Your firm must comply with local and federal laws and regulations regarding the protection of your clients’ personal and private information. The Fair and Accurate Credit Transactions Act (FACTA), the Graham-Leach-Biley Act (GLBA), and the Sarbanes-Oxley Act require public firms to properly dispose of client information, develop a written information security plan, and disclose and evaluate internal controls regarding document retention and destruction. Our team at Citizens Business Archives can help you develop a document destruction policy that guarantees and certifies that all private information is completely destroyed.

Protect Client Privacy

Your accounting firm controls a vast amount of private client data. This includes social security numbers, tax id numbers, addresses, financial information, account numbers, and more. When this information is printed out and available for other people to access, your clients’ data is not secure. Our team will work closely with you to design a protocol for destroying documents that contain private data and that protect your clients’ privacy.

Safeguard Your Reputation 

Data theft and the loss of secure client information can destroy your reputation. Your clients will not want to stay with your firm if they don’t have complete trust in your ability to protect their private data. We can help you establish a shred policy that includes a clear chain of custody and certification of destruction to show your clients you are serious about complying with document destruction rules and regulations. 

Keep Data Secure

Document shredding can keep confidential and private information out of the hands of identity thieves. If you store documents in your office, they are vulnerable to misuse, loss, and theft. Disposing of confidential documents in the trash also opens you up to theft and breach of confidentiality. Our document shredding services ensure your documents are completely destroyed and cannot be used illegally.

Schedule a Consultation for Document Shredding Services

We’re ready to help you and your executive leadership team develop a simple, straightforward protocol for document destruction. We have a proven track record of success in working with local Arizona tax firms to establish document shredding policies and guaranteeing the privacy of their client data. If you’re ready to schedule a consultation between our team and your accountant and tax preparation firm for document destruction services in Arizona, call us today at (520) 882-4434 or contact us online.

In a busy office, it’s easy to become lax about data security and protecting private and confidential information. Most employees don’t realize that the paperwork they throw away may contain personal and private information about their company, their employees, or their clients. Even scratch paper, personal notes, and printer and copier mistakes may contain private information. At Citizens Business Archives, our goal is to help companies identify potential data breaches like this and determine which paper documents need to be put in a shred bin for pickup by our team. Here is a quick look at why you and your team should establish a policy for shredding documents that contain private data. 

Preventing Identity Theft

Your company and your clients and employees are vulnerable to identity theft if documents containing private information are lost, misplaced, or misused. Throwing paperwork away in the trash can make it available to anyone, especially when the trash leaves your property. Our document destruction services are designed to completely destroy private data on paperwork so that it cannot be reconstructed or used for identity theft.

Protecting IP and Work Product

Even meeting notes, scratch paper, and printer and copier errors may contain private information about your company’s intellectual property and work product. If that information leaves your office intact or gets into the wrong hands, your reputation may be tarnished. Our team can help you determine which documents should be completely destroyed through document shredding services in order to protect your IP and work product. 

Maintain Confidentiality

When your employees throw notes, copier and printer errors, and other documents into the trash, they may not realize that they contain confidential information. Any paperwork that contains personal, private, or identifying information needs to be completely destroyed to maintain confidentiality. Our document shredding services include document pickup and destruction, and we provide a certificate of destruction and chain of custody information to prove that your company is doing what is necessary to maintain confidentiality. 

Improve Efficiency, Save Space, and Reduce Costs

Throwing paper away in trash cans is not the most efficient way to dispose of it. Not only can discarded paper contain confidential information, it can also require time and resources to dispose of. We can help you determine what types of documents and paperwork should be shredded and implement a policy that includes strategically placed shred bins where employees can put paperwork for us to pick up and destroy. Shredding your paperwork can improve office efficiency, reduce waste, save space in your office, and reduce the costs of trash services. 

We Can Help You Develop a Document Destruction Policy in Arizona

At Citizens Business Archives, we can help you develop a document destruction policy that works for your business. We will help you understand what types of documents can be safely thrown away or recycled, and which ones need to be disposed of in one of our secure shred bins. We can also schedule recurring pickup services to empty your shred bins and securely and completely destroy confidential and private paperwork. To learn more about our document shredding services in Arizona, call us today at (520) 882-4434 or contact us online.

In the era of heightened awareness surrounding data privacy and security, the importance of proper document disposal cannot be overstated. Businesses handle a multitude of documents containing sensitive information, making it imperative to identify which types should always be shredded to mitigate the risk of data breaches and identity theft. In this blog post, we delve into the crucial question: Which types of documents should always be shredded? By understanding the significance of proper document destruction, businesses can take proactive measures to safeguard sensitive information. For professional document shredding services in Tucson, AZ, look no further than Citizens Business Archives. Protect your confidential data and contact us to learn more about our secure shredding solutions.

Financial Records

Financial documents, including bank statements, tax returns, and invoices, contain sensitive information such as account numbers, Social Security numbers, and financial transactions. Shredding these documents ensures that personal and financial data are securely disposed of, preventing identity theft and fraud. Identity thieves often target financial records to gain access to sensitive information, making proper disposal essential for safeguarding personal and business finances.

Medical Records

Medical documents, including insurance forms, prescription labels, and medical bills, contain confidential health information protected by privacy laws such as HIPAA (Health Insurance Portability and Accountability Act). Shredding medical records is crucial to protect patients’ privacy and comply with legal regulations. Improper disposal of medical documents can result in severe consequences, including fines and legal liabilities for businesses handling sensitive health information.

Legal Documents

Legal documents, such as contracts, court filings, and legal correspondence, often contain sensitive information related to legal matters, client cases, and confidential agreements. Shredding these documents prevents unauthorized access and protects attorney-client privilege. Legal professionals must adhere to strict confidentiality standards, making secure disposal of legal documents a critical aspect of their practice to maintain client trust and confidentiality.

Personal Identifiers

Documents containing personal identifiers, including Social Security cards, driver’s licenses, passports, and birth certificates, pose a significant risk if they fall into the wrong hands. Shredding these documents is essential to prevent identity theft and protect individuals’ personal information. Criminals can use stolen personal identifiers to commit various forms of fraud, highlighting the importance of securely disposing of documents containing such sensitive information.

Proprietary Business Information

Proprietary business documents, such as product designs, marketing strategies, and trade secrets, are vital assets that require protection from unauthorized disclosure. Shredding these documents ensures that confidential business information remains secure and inaccessible to competitors or malicious actors. Businesses must prioritize the secure disposal of proprietary information to safeguard their intellectual property and maintain a competitive edge in the market.

Contact Citizens Business Archives Today

Understanding which types of documents should always be shredded is paramount for maintaining data security and preventing potential breaches. By consistently shredding sensitive documents such as financial records, medical information, and personal identifiers, businesses can mitigate the risk of identity theft and protect the privacy of their clients and employees. At Citizens Business Archives, we offer professional document shredding services in Tucson, AZ, ensuring the secure disposal of confidential information. Take proactive steps to safeguard your data and reach out to us to learn more about our reliable shredding solutions and ensure the utmost protection for your business and its stakeholders.

In a world increasingly mindful of environmental responsibility, businesses have a unique opportunity to contribute positively to the planet. As we approach Earth Day, Citizens Business Archives encourages organizations in Tucson, AZ, to consider the impactful step of implementing a workplace recycling program. Beyond fulfilling corporate social responsibility, embracing sustainable practices can enhance your company’s image, reduce its ecological footprint, and foster a culture of environmental consciousness among employees. Join us in the journey towards a greener future. Discover how Citizens Business Archives’ comprehensive document storage and shredding services can seamlessly integrate with your sustainable initiatives, ensuring secure, eco-friendly practices for your business. Make a difference for your workplace and the planet today!

Tips on Workplace Recycling

In fostering effective workplace recycling, it’s crucial to consider not only general waste but also the specific handling of shredded documents. Shredded documents, often a byproduct of security measures, remain recyclable, contributing to sustainable practices. Here are three tips to enhance workplace recycling:

• Separate and Label Bins – Efficient recycling begins with a well-organized system. Implement clearly labeled bins for different types of waste, including paper, plastics, and non-recyclables. This makes it easy for employees to dispose of items properly, promoting a culture of recycling in the workplace.
• Educate and Engage Employees – Ensure that employees are well-informed about the importance of recycling and the specific guidelines in place. Conduct regular educational sessions to highlight the significance of recycling shredded documents and other recyclable materials. 
• Partner With a Green Service Provider – Consider collaborating with environmentally-conscious waste management or recycling service providers. Seek partners who specialize in eco-friendly practices, ensuring that your workplace’s recycling efforts align with sustainable initiatives. 

Ways to Reduce Paper Usage

In the pursuit of creating a more eco-friendly workplace, reducing paper usage is a commendable step toward sustainability. Embracing digital alternatives and implementing conscious practices can significantly minimize environmental impact. Here are a few effective ways to reduce paper usage:

• Digitize Work Processes – Transitioning to digital workflows and documentation systems eliminates the need for excessive paper usage. Embrace digital platforms for communication, file sharing, and collaborative projects to streamline operations while minimizing your ecological footprint.
• Encourage Double-Sided Printing – Implementing double-sided printing as a default option reduces paper consumption by utilizing both sides of a sheet. This simple practice not only conserves resources but also contributes to cost savings, making it a practical and sustainable choice for businesses.
• Optimize Print Settings – Adjusting printer settings to default to grayscale and lower resolution can significantly reduce ink and paper usage. Encourage employees to print only essential documents and to utilize print preview functions to avoid unnecessary waste, promoting a more mindful and resource-conscious printing culture.

Contact Citizens Business Archives Today

As we reflect on the significance of Earth Day, let’s not just acknowledge the importance of sustainable practices but actively integrate them into our workplaces. Citizens Business Archives remains committed to supporting Tucson businesses on their journey towards environmental responsibility. By implementing a workplace recycling program, you contribute to a healthier planet and foster a sense of shared commitment among your team. Our secure document storage, shredding services, and efficient record management solutions align seamlessly with your sustainability goals. Take the next step towards a greener, more responsible future for your business and the environment. Contact Citizens Business Archives in Tucson, AZ, to explore how our services can complement your eco-friendly initiatives and make a lasting impact.

In the dynamic landscape of document management, misconceptions surrounding the practice of document shredding often abound, potentially compromising the security and efficiency of businesses. Citizens Business Archives aims to dispel these myths, providing clarity on the importance and benefits of professional document shredding services. As a trusted partner in Tucson, AZ, we understand the critical need for secure information disposal. Join us in unraveling the truths behind document shredding and discover how our specialized services can fortify your business against potential risks. Take the proactive step to safeguard your sensitive information with Citizens Business Archives – your reliable ally in document security.

Myth: DIY Shredding Is a Great Way to Cut Costs

Personal or office shredders may not provide the same level of security as professional shredding services. Inadequate shredding can result in incomplete destruction, leaving sensitive information vulnerable to unauthorized access. Professional shredding services not only ensure thorough document destruction but also offer a secure and efficient solution that ultimately safeguards your business against potential breaches.

Myth: Only Some Types of Businesses Must Shred Sensitive Information

Regardless of the industry, all businesses handle some form of confidential data, be it customer information, financial records, or proprietary details. Neglecting to shred such information can lead to identity theft, corporate espionage, and other security breaches. It is a universal best practice for all businesses to implement secure document destruction procedures.

Myth: Documents Can Be Stored Indefinitely

Over time, stored documents become outdated and may contain sensitive information that is no longer needed. Retaining unnecessary records increases the risk of a security breach. Regularly reviewing and securely disposing of outdated documents through shredding is a crucial practice to mitigate potential threats and maintain compliance with data protection regulations.

Myth: Paper Must Be Shredded to a Specific Size

While shredding into smaller pieces adds an additional layer of protection, the primary goal is to render the information irretrievable. Modern shredding techniques, especially those employed by professional services, ensure secure destruction regardless of the specific size of the shredded pieces. Compliance with industry standards and regulations is the key consideration in determining the effectiveness of document shredding.

Myth: It’s a Good Idea to Find the Cheapest Shredding Service

Quality and security should be prioritized over affordability when selecting a shredding service. Reputable shredding companies adhere to industry standards, use secure processes, and provide documentation of the destruction process, ensuring that your confidential information is handled with the utmost care and compliance.

Contact Citizens Business Archives Today

In dispelling the myths and misconceptions surrounding document shredding, Citizens Business Archives strives to empower businesses with accurate knowledge and proactive solutions. Understanding the nuances of secure document disposal is crucial in maintaining confidentiality and protecting sensitive information. As you navigate the complexities of document management, consider partnering with us in Tucson, AZ, for reliable and professional shredding services. Our commitment to security, efficiency, and client satisfaction ensures that your business can confidently face the challenges of information management. Take the next step in fortifying your document security by reaching out to Citizens Business Archives today – your trusted ally in preserving the integrity of your business data.

In today’s fast-paced business landscape, safeguarding sensitive information is paramount. At Citizens Business Archives (CBA), we understand the critical importance of secure document disposal. That’s why we’re proud to introduce our ShredVANTAGE Shredding Bins – an innovative solution designed to streamline your document shredding process while ensuring maximum security. Our attractive ShredVANTAGE bins blend seamlessly into your office environment, offering a convenient and secure repository for confidential documents awaiting destruction. With our certified destruction services, you can trust that your sensitive information will be handled with the utmost care and confidentiality. Experience the peace of mind that comes with knowing your documents are securely managed every step of the way. Contact us today to learn more about our ShredVANTAGE Shredding Bins and discover how we can support your document management needs in Tucson, AZ.

Key Features

Our ShredVANTAGE shredding bins are designed to offer unparalleled security and efficiency in document disposal. The key features include:

• JCAHO (Joint Commission) Compliant – Our bins meet the stringent standards set by the Joint Commission, ensuring compliance with industry regulations and peace of mind for businesses handling sensitive documents.
• Manufactured in North America – With a commitment to quality and local production, our bins are proudly manufactured in North America, guaranteeing high-quality construction, and supporting the regional economy.
• Flush Lid for Added Security – The flush lid design of our bins provides an additional layer of security, preventing unauthorized access to confidential documents and protecting sensitive information.
• Easy-to-Clean Plastic Design – Constructed from durable plastic, our bins are designed for easy cleaning, simplifying maintenance, and promoting hygiene in the workplace.
• No Bag or Liner Required – Our bins eliminate the need for disposable bags or liners, reducing waste and contributing to a more environmentally friendly shredding process.
• Ergonomic and Space-Efficient Design – Engineered with user comfort and space optimization in mind, our bins feature an ergonomic design that maximizes efficiency and minimizes footprint in the workplace.
• Nestable and Stackable – Designed for logistical convenience, our bins are nestable for efficient shipping and stackable for easy storage and swap-out, streamlining operations and saving valuable space.

Top Benefits of ShredVANTAGE Shredding Bins
Designed to revolutionize document disposal with unparalleled efficiency and sustainability, our ShredVANTAGE Shredding Bins offer a host of advantages. The top benefits include:

• Unmatched Durability and Ease of Deployment – Built with durable plastic construction, our bins offer unparalleled durability while remaining lightweight for quick and effortless deployment.
• Space-Saving and Efficient Shipping – With the ability to place up to 42 units per skid, our bins optimize space utilization and enable more efficient shipping, saving both space and costs compared to other consoles.
• Environmental Responsibility and Cost Savings – Our ShredVANTAGE bins are 100% recyclable, not only saving you money but also allowing you to market your business as environmentally responsible, aligning with modern sustainability initiatives.
• Enhanced Security and Service Speed – Featuring a slam lock and compatibility with other lockable security containers, our bins ensure enhanced security and efficiency, allowing for streamlined service and peace of mind for your business operations.

Contact Citizens Business Archives Today

With our ShredVANTAGE Shredding Bins, Citizens Business Archives continues to redefine document security and convenience for businesses in Tucson, AZ, and beyond. Don’t compromise on the safety of your sensitive information. Let us handle your document shredding needs with precision and professionalism. Whether you’re a small business or a large corporation, our tailored solutions ensure that your confidential documents are securely disposed of, giving you the peace of mind to focus on what matters most – growing your business. Contact us today to schedule your shredding service and experience the difference with Citizens Business Archives.

If you have an outside company pick up your sensitive and confidential documents for shredding offsite, you may need a certification that proves the documents were completely destroyed. At Citizens Business Archives, we offer secure, confidential document shredding services. You can schedule weekly or occasional pickups and store your documents in attractive, locked shred bins until they are ready for destruction. Once documents are shredded at our secure facility, we will weigh your shredding and provide you with a certificate of destruction. Let’s take a look at what a certificate of destruction is and why you need one. 

What Is a Certificate of Destruction? 

A Certificate of Destruction is a document that certifies that everything listed on the document was destroyed according to state and federal regulations. After your documents are shredded at our secure facility, we will weigh the remains and complete a certificate of destruction.

What Is Listed on a Certificate of Destruction? 

What is included on a Certificate of Destruction may vary from one shredding company to another. However, in order for an auditor or regulating agency to accept the document as authentic and reliable, it must contain:

• The name and address of the document destruction or shredding company
• The dates and times the shredding service was provided
• How the documents were destroyed (what method was used)
• A list or general identification of the items that were destroyed
• An official statement written by the employee who completed the shredding or destruction
• The signature of the person who wrote the statement

When Do You Need a Certificate of Destruction? 

You should request a Certificate of Destruction if your business is shredding or destroying documents that contain sensitive, personal, or confidential information that should not be made available to people outside of your organization. State and federal laws regulate the handling and destruction of documents containing personal and private information, including:

• Personal health information (PHI)
• Personal identifying information (PII)
• Information protected by data privacy laws
• Trade or business secrets or intellectual property
• Financial information

Why Do You Need a Certificate of Destruction? 

Certificates of Destruction protect your company and your employees. They certify that the shredding or document destruction company took possession of the documents to be destroyed. They also confirm in writing that your company is in compliance with state and federal regulations. Any documents that your company creates, stores, and destroys need to have a documented chain of custody with a Certificate of Destruction at the end of the paper trail.

Schedule Shred Bin Delivery or Pickup With Citizens Business Archives

If you need secure, reliable document pickup and document destruction in Tucson, AZ, you can count on our team of experienced professionals at Citizens Business Archives. We will provide attractive, locked shred bins that you can store throughout your property to collect confidential and sensitive documents that need to be destroyed. We can then set up a weekly, monthly, or occasional pickup schedule on which we will pick up your shred bins, transport them to our secure facility, and shred them with complete confidentiality and discretion. If you’re ready to learn more about our business records services, call us today at (520) 882-4434 or contact us online.

Document shredding, specifically cross-shredding, is the most efficient, complete, secure, and economical method of destruction for paper records. When you no longer need to store records and the records contain confidential, secure, or private information, investing in document shredding services will ensure they are completely destroyed in accordance with state and federal regulations. At Citizens Business Archives, we offer secure shred bin deliveries to your building. You can collect documents in these bins until they are ready to shred. At that point, we will pick them up, transport them to our secure facility, and cross-shred them. We will provide you with a Certificate of Destruction to confirm they were completely destroyed. But what happens to all of the shredded material at this point? It is recycled! Keep reading to find out more about this process.

Compression Into Bales 

The first step in recycling shredded paper is to compress it into bales. We use specialized equipment called a baler to grab thousands of pieces of shredded paper at once and then compress them into rectangular bales, like hay bales. They are secured with plastic ties and taken to a local paper mill to be recycled. 

Bales Are Mixed With Water and Filtered

At the recycling facility, the bales of shredded paper are mixed with water. This creates a pulp that is easier to break down and manage. The pulp is then forced through a special screen so that glue, dirt, plastic, and other contaminants are filtered out. The paper pulp is then put into specialized vats. The vats spin very quickly so that debris falls to the bottom and can be removed. 

All Ink Is Removed

Next, a special process is used to remove all of the ink from the paper. The paper pulp is put into a vat or tub containing a chemical solution. A jet stream creates air bubbles, which attract the ink molecules. The ink sticks to the air bubbles, the air bubbles rise to the top, and they are then skimmed off. When all ink and color particles are removed from the pulp, it is bleached to turn it white.

The Drying Process Begins

The paper pulp is spread across large wire screens. This allows the pulp to drain and dry out. It is then further dried by being passed through heated rollers, which also flatten and compress the pulp so it is a more uniform size and appearance. 

The Paper Is Embossed and Spooled

The flattened paper pulp is run through a machine called an embosser. Embossing the paper makes it even flatter, and also increases its absorbency. Specialized machines then spool the paper around tubes of cardboard. This creates the rolls that are used in the center of paper towel and toilet paper rolls. 

Can All Shredded Paper Be Recycled?

No, not necessarily. Some document shredding methods create paper strips or fibers that are too weak to be recycled. Very small fibers can jam up the paper recycling machinery or can be blown away, which creates litter. If paper is too fine or thin to be recycled, it can be used for composting. Paper that is coated in wax, plastic, or foil cannot be recycled. Likewise, paper that has food stains or paint cannot be recycled. 

Types of Print and Paper Waste That Can Be Recycled

Not all print waste and paper waste can be recycled. Most recycling facilities can handle specific types of waste and ensure they are turned into another product that will have life outside of its intended purpose. The most common types of print waste that can be recycled are:

• Labels
• Packaging materials
• Printer waste
• Printed materials
• Plain paper
• Brown parcel or packing paper
• Cardboard
• Catalogs
• Christmas cards (without glitter or foil)
• Envelopes
• Leaflets
• Magazines
• Newspapers
• Copier paper

What Is Recycled Paper Turned Into?

It depends on the type and quality of the shredded paper. Shredded paper can’t be turned into high-quality paper products like printer paper. It can be turned into hygiene products like toilet paper, paper towels, napkins, and tissues. It can also be turned into:

• Cardboard
• Brown packing paper
• Holiday cards and wrapping paper
• Egg boxes
• Paper bags, plates, and food cartons
• Insulation
• Kitty litter
• Water bottles

Learn More About Our Document Shredding Services in Arizona

At Citizens Business Archives, we offer secure document shredding services throughout Southern Arizona. After shredding, we provide you with a Certificate of Destruction that confirms that your documents were destroyed according to state and federal regulations. We then provide shredded materials to a local paper mill for recycling. If you’re ready to learn more about our business records services, call us today at (520) 882-4434 or contact us online.

If your company regularly deals with paper or electronic contracts, legal documents, personnel records, health files, or other confidential documents, it’s important to have a comprehensive record retention and record destruction policy. This policy ensures you maintain compliance with local and federal regulations and industry standards. At Citizens Business Archives, we understand that it can be overwhelming and time consuming to consider the lifecycle of each piece of paper in your office. Our knowledgeable, experienced team can help businesses of all sizes and manage the full lifecycle of important business records, from creation to destruction. Take a look at these reasons to outsource your document destruction in Tucson, AZ to our team at Citizens Business Archives.

You Generate a Lot of Original Documents or Paper Records 

Certain industries generate a lot more paper documents and records than others. Original documents, with original signatures, should be preserved in electronic and paper form for a certain number of years, depending on your record retention policy, local and federal regulations, and industry standards. If you have boxes and boxes of records and files sitting around your office, they would be much more secure at an offsite storage facility like the one we have at Citizens Business Archives. Our facility is alarmed, monitored, and protected from fires and environmental hazards. We can maintain the safety of your electronic and paper records until you need to retrieve or destroy them. We also offer secure records destruction and paper shredding services. Some of the industries that we serve include:

• Accounting.
• Financial.
• Legal.
• Education.
• Medical.
• Government.
• Healthcare.
• Retail.
• Personnel.
• Manufacturing.
• Nonprofit.
• Construction.
• Transportation.
• Insurance.

You Are Running Out of Storage Space in Your Office  

If you are running out of storage space in your office, your company is creating more records than you can safely store. Storing records onsite isn’t the most secure option. If your building experiences a flood, fire, or break-in, those records could get destroyed. At Citizens Business Archives, we can help you free up space in your office by storing those records in our secure warehouse. Our record storage facility is access-controlled, fully secure, and protected from flood, fire, and pests. We also offer storage for archival records and electronic records. When your documents age out of your retention policy, we can destroy them securely and confidentially and provide a certificate of destruction.

You Need to Ensure Confidentiality and Information Security  

If you work in an industry that needs to maintain the confidentiality of your records and has a duty to protect information security, storing your records on site is not the best policy. When you store your records at Citizens Business Archives, you can carefully control access to the documents, safeguard sensitive information, and make sure the files don’t get lost or destroyed. Our team adheres to strict confidentiality and privacy clauses, and we are a fully HIPAA-compliant facility. We maintain this confidentiality throughout the life cycle of your documents, from the time they arrive at our warehouse through the time we destroy them for you.

You Have a Record Retention Policy to Follow

All companies should have a record retention policy to maintain the security of certain types of documents that may need to be reviewed in the future for legal, personnel, financial, or tax reasons. If your company generates or has control of these types of documents, you need a secure record storage facility, record retention plan, and document destruction plan:

• Contracts
• Original signed documents
• Estate planning documents
• Legal documents
• Customer and employee data
• Personal health information
• Personal identifying information
• Financial reports
• Tax documents
• Promotional and marketing documents
• Intellectual property

You Want to Maintain Compliance with Regulations and Standards 

All record management plans include a section on record retention. Most records don’t need to be preserved for more than one or two years, but in some industries, you are required to keep specific types of records preserved for 7-10 years. Record retention is also mandated by certain local, federal, and industry regulations. If your record retention policy requires secure record storage and confidential document destruction services, our team at Citizens Business Archives can help. We offer secure record storage, record indexing and inventorying, record retrieval services, and document shredding services.

You Must Ensure Records Are Destroyed Securely and Confidentially

When documents age out of your retention policy, you can’t just toss them in the trash. There are local and federal regulations outlining how they must be destroyed. At Citizens Business Archives, we offer secure, confidential record destruction services. Our document shredding services ensure compliance with all regulations and industry standards, and we can provide a certificate of destruction for your records. 

You Are Aware of the Risks of Poor Document Storage and Destruction Plans

Storing your records onsite and not having record retention and record storage protocols can put your company at risk. Our experienced, knowledgeable team at Citizens Business Archives can mitigate that risk for you and help you avoid theft, damage, or loss of important records. The risks of not properly storing or destroying your records include:

• Legal liability
• Damage to your personal or company reputation
• Financial losses
• Loss of time and efficiency
• Loss of records due to disaster or theft

Learn More About Our Secure Document Destruction in Arizona

If you would like to know more about our business records solutions, contact us today at Citizens Business Archives. We have a secure, climate-controlled warehouse space for storage of critical documents and business records. We also offer document indexing and inventorying and document retrieval. At the end of each document’s lifespan, we can provide confidential, secure document destruction services in Tucson, AZ that ensure compliance with all regulations and standards. If you’re ready to learn more about our business records services, call us today at (520) 882-4434 or contact us online.