FAQs

Some commonly asked questions...

Why do I need this service?
Every business has confidential information – customer lists, price lists, sales statistics, drafts of bids, general correspondence, and even memos, may contain information about business activity. These documents may sacrifice the integrity of confidential company information and fall into the hands of competitors and/or those interested in fraudulent activities.

See the legislation references in the following section for more information on how you are legally responsible for proper document destruction.

How long should records be kept before they are destroyed?
There are many variables and factors that determine how long records should be stored. A retention schedule that takes into consideration the document's useful value to your business and the governing legal requirements should be defined. Once defined, this schedule should be consistently followed. Irregular or inconsistent destruction practices could be negatively construed in the event of litigation or audit. In addition, the new Federal Rule 26 requires that, in the event of a lawsuit, each party provide all relevant records to the opposing counsel within 85 days of the defendant's initial response. By destroying records per a retention schedule, a company appropriately limits the amount of materials it must search through to comply with this law. RCI can assist you in defining and managing your company's retention schedule.

What should we do with our daily incidental business records?
RCI’s Security Container Service is available for the protection of the information you generate daily. The daily trash of every business contains information that could be harmful. If the details of your daily business, i.e., phone messages, memos, misprinted forms, bids and miscellaneous correspondence, ends up in your competitor’s hands, it could be harmful to your business. The only means of minimizing this exposure is to make certain that such information is securely collected and destroyed. RCI can install console containers located conveniently throughout your office.

How important is it that document destruction is certified?
The only acceptable method of discarding stored records is to destroy them by a method that ensures the information is unreadable. Documenting the exact date that a record is destroyed is a prudent and recommended legal precaution. RCI supplies a “certificate of destruction” via pdf or hard copy for every destruction project.

Is recycling an adequate alternative for document destruction?
Although recycling is good for the environment, it does NOT protect your sensitive information. Recycling has no inherent fiduciary responsibilities. When paper is given away or sold to a recycler, you relinquish decisions as to how it is handled. Many recycling companies do not require background checks on employees that are utilized to sort the paper. And, the materials may be handled in unsecured areas. The sorted paper can be stored for indefinite periods before it is baled and basically sold for the highest price bid. After it is sold, it may again be stored for weeks or months until it is recycled. A recycling program offers no “certificate of destruction” which verifies the date the materials were destroyed. This certificate can be critical in the event of an audit or litigation. So, from a risk management perspective, it is not advisable to choose a recycling program as a means for document destruction. RCI sends materials to recycling after they are destroyed, so in addition to minimizing your risk, you are being environmentally responsible. Save a tree!