Document Shredding Services

The vendor is required to provide from qualified providers to provide region 2 document shredding services.
- Service type: on-site and off-site shredding services are both acceptable, with detailed safety measures and protocols in place.
- Security standards:
• National institute of standards and technology (NIST) guidelines for secure document destruction.
• Federal information processing standards (FIPS) where applicable.
• Health insurance portability and accountability act (HIPAA) regulations concerning the handling of protected health information (phi).
- Shredding method:
• Documents must be shredded into unrecognizable pieces.
• The specifications must indicate the shredding particle size, which should not exceed 5/8 inch.
- Environmentally friendly practices:
• Vendors must utilize procedures that are compliant with department regulations and encourage recycling of shredded materials.
- Documentation and reporting:
• A certificate of destruction must be provided for each shredding event, indicating the date, time, and volume of materials destroyed.
• Monthly reports detailing shredding services utilized must be submitted to the department for review.
- Employee training and security
• All employees involved in the shredding process must undergo thorough background checks and training in secure handling of sensitive information.
• Relevant training materials and processes must be documented and available for review.
- Service availability
• Provide shredding services during standard business hours (Monday – Friday, 8 am - 5 pm) with options for emergency services as needed.
• Indicate available service schedules and frequencies (e.g., monthly, bi-monthly, etc.) tailored to department operational needs.
- Delivery requirements
1. Scheduling deliveries
• Vendors must coordinate with department to establish a reliable schedule for shredding services and notify designated department personnel of the intended service dates.
• Changes to scheduled appointments must be communicated at least 48 hours in advance.
2. Equipment and transportation
• Vendor vehicles must be clearly marked with the company branding and maintain secure transport protocols to prevent unauthorized access to sensitive information during transit.
• Documentation of insurance coverage for transportation and liability is required, with minimum coverage amounts specified by department.
3. Accountability and monitoring
• Provide department personnel with the ability to monitor the shredding process, especially during on-site shredding events, to ensure compliance with work.
- Contract Period/Term: 3 years