Health Information Technologies and Processes

Certificates of Destruction from Shredding Company

  • 1.  Certificates of Destruction from Shredding Company

    Posted 03-13-2019 18:43
    We have a shredding company that comes once a month to empty our shredding bins and they present a  Certificate of Destruction that guarantees they are shredding the documents they are collecting from our facility.  We are wondering how long other medical facilities are retaining these Certificates of Destruction from the shredding companies.  Is there a statute or AHIMA guideline that dictates length of retention for these?

    Thanks so much!

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    Carol Taber
    Health Information Coordinator II
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  • 2.  RE: Certificates of Destruction from Shredding Company

    Posted 04-02-2019 07:17
    Carol,

    It is my understanding that the certificates of destruction are to be kept in perpetuity.. I have not seen anything in what I have read that says differently.  It is my understanding that it is one of those permanent documents.

    Kathy

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    Kathryn Severson
    Him Director
    Mason General Hospital
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  • 3.  RE: Certificates of Destruction from Shredding Company

    Posted 04-02-2019 08:48

    We only keep ours for three years since these are not records/documents that are kept part of the permanent medical record.  It is impossible to know exactly what documents were shredded so I don't think keeping them in perpetuity is necessary.   (Our permanent records are destroyed according to our Retention Policy)

    Donna

     






  • 4.  RE: Certificates of Destruction from Shredding Company

    Posted 04-04-2019 09:59
    In all the articles/literature I have read from AHIMA, it has always been stated that the Certificates of destruction were to be maintained Permanently.   If you look for articles on the AHIMA website from the Journal or BOK you will probably find them.

    Mary Beth McFadden RHIA