Shredding Services

The vendor is required to provide procure shredding services for the secure destruction of sensitive documents related to children's medical records.
- Shredding will be performed on-site or off-site unless otherwise agreed upon prior.
- This service is essential to ensure compliance with federal and state regulations regarding confidentiality and data protection, including the health insurance portability and accountability act (HIPAA).
- Service type: on-site and off-site shredding services for the destruction of confidential medical documents.
- Document types: shredding services must accommodate the following types of documents:
• Printed medical records
• Prescription records
• Billing statements
• Patient files
• Other sensitive information as determined by department
- Shredding standards: all shredding must comply with the association destruction AAA certification standards for secure document destruction.
- Shredding method: the shredding process must utilize cross-cut or micro-cut shredders that meet or exceed the security level p-4 of the ISO standard.
- Regular scheduled services: establish and maintain a schedule for routine shredding services (monthly, quarterly, or as needed) based on department workload and records retention policies.
- On-demand services: be available for unscheduled shredding requests within 48 hours’ notice.
- Secure transportation: provide secure transportation (locked vehicles) for all documents to be shredded or transported for off-site destruction.
- Certificate of destruction: provide a certificate of destruction for each job completed, detailing the date of service, the quantity of documents destroyed, and compliance with all relevant regulations.
- Recycling services: ensure that shredded materials are recycled in an environmentally responsible manner and provide documentation of this process.
- Staff training: ensure all staff involved with shredding operations are trained on confidentiality, data protection, and compliance regulations.
- Contract Period/Term: 5 years