The vendor is required to provide shredding services that comply with the following specifications and standards:
• Document types: the shredding service must accommodate a variety of confidential materials, including but not limited to:
o Paper documents (including but not limited to reports, invoices, and correspondence)
o Digital media
o Other confidential materials as specified by department
• Shredding standards: all shredding must meet or exceed standards set forth by the national association for information destruction (NAID), including:
o NAID AAA certification
o Compliance with act regulations for medical records destruction
o Compliance with the federal information processing standards (FIPS) for electronic media destruction
• Shredding method: the vendor must utilize cross-cut shredding technology with a minimum size of
5/32” x 1” to ensure the complete destruction of sensitive information.
• Mobile shredding services: the vendor shall provide mobile shredding units for on-site service, ensuring the destruction occurs in the presence of department staff to maintain chain of custody.
• Certifications: the vendor must provide a certificate of destruction post-service, verifying that all documents have been shredded in accordance with the stated standards and specifications. - Requirements:
• Service availability: shredding services must be available during normal business hours (Monday through Friday, 8:00 am – 5:00 pm) with options for after-hours service as needed by department.
• Scheduling: the vendor must provide a scheduling process that allows department to request shredding services at least two business days in advance, with confirmation of appointment dates and times.
• Staff training: the vendor must have all personnel involved in shredding services undergo background checks and training on confidentiality and secure data handling procedures prior to working with department materials.
• Material handling: the vendor will be responsible for providing secure transport containers for the collection and transportation of materials, ensuring they are locked and tamper-evident.
• Incident reporting: the vendor must establish protocols for reporting any security incidents or breaches that may occur during service, documenting the nature of the incident and measures taken to resolve it.
- Contract Period/Term: 5 years