Frequently Asked Document Management Questions

We’ve accumulated the most common questions new customers have when looking to outsource their document management.

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There are many situations in which an organization may have a category of mail they do not wish to scan. No problem, any materials deemed unfit for the scanning/automation process can simply be forwarded on to any address of your choosing without ever being opened.

Yes, we can separate and organize mail in any way that best meets the needs of your organization. We understand that no two businesses are exactly alike, which is why we work one-on-one with every client to create a highly customized mail automation pipeline optimized specifically for your business.

A Certificate of Destruction (COD) is a receipt that proves that confidential or sensitive documents have been properly destroyed in a manner that protects the privacy of the data they contain. For organizations that deal with personally identifiable information (PII) or any other information protected by privacy laws, a Certificate of Destruction becomes an integral part of privacy compliance.

A Certificate of Destruction contains the basic details about the shredding service received, the time and place the shredding was completed, the order number, as well as any other important details.

For more information, check out our article: Certificate of Destruction – A Complete Guide

Protecting your sensitive data between regularly scheduled shredding appointments is easy with SecureScan. We provide you with secure 96-gallon bins or 35-gallon locking consoles that can be placed around your office for convenient document disposal. Our bins allow your employees to participate in protecting your organization’s private data without any added effort.

At the time of your scheduled shredding, our team will collect and empty all containers into our mobile shred truck and return them to the place they were found.

Shredding is the most secure way to permanently destroy paper documents that contain sensitive or private information. Simply throwing your documents away is not enough, data thieves can still extract potentially sensitive information from paper that has not been properly destroyed. Our mobile shred truck utilizes certified cross-cut shredding technology, decimating any document we put in.

HIPAA compliant shredding ensures documents that contain personally identifiable information (PII) or personal health information (PHI) are destroyed in a way that renders sensitive data unreadable, indecipherable, and impossible to reconstruct. While HIPAA laws do not reference paper shredding requirements directly, it does ask that you take any and all reasonable action to protect private data, even after it leaves your doors. This includes incidental exposure during document disposal.

SecureScan’s mobile shredding service is a great way to avoid unnecessary HIPAA violations for improper records disposal. We use cross-cut shredders, which are significantly more secure than traditional office shredders you may be used to.

Mobile shredding is a process in which an organization’s confidential documents are destroyed on-site by a third party shredding team, usually with the aid of an industrial shredding equipment.

The primary benefit of mobile shredding is increased security, eliminating the need for risky/unnecessary transportation of sensitive documents.

Our on-site shredding team can handle any size job, from just a few boxes to an entire warehouse full of documents. In most cases, we can complete the job same day, or if required, we split the job into multiple service visits.

Our mobile shredding trucks use cross-cut shredding technology for 100% guaranteed destruction of your documents. Our equipment is regularly audited and certified for the destruction of medical documents, financial data, personal information and more.

Once your service is complete, our shred team will issue a Certificate of Destruction to your organization as documentation that your documents were destroyed by a certified, HIPAA compliant business in accordance with all state and local regulations.

Medical records scanning is the process of converting paper-based patient records into a searchable digital archive. In all cases, the scanning and conversion process must be completed in compliance with HIPAA regulations to protect PHI ( personal health information )