Confidential Shredding Services for Idaho State University
Many offices at ISU have a need for confidential records destruction. Records that need confidential destruction include:
- social security or student id numbers
- campus account numbers
- human resource materials (performance reviews, vacation/sick leave, time sheet drafts)
- travel authorization copies
While in the past several different methods have been used, including incineration and landfill disposal, the preferred and recommended method based on cost and security issues, is the use of an industrial-grade shredder that results in paper finer than confetti. This is decision is based upon both the Internal Revenue Service and National Security Agency standards for the destruction of confidential records (Determined by shredded piece size.).
Please Note: There is a moratorium on the destruction of records without prior approval. This helps limit legal risk to the University, and to personnel purging records, by providing a ‘double-check’ and documentation of the destruction.
The Destruction Approval process is not complicated or time consuming, and it is part of the risk management process for ISU. Many programs and departments, including the Registrar, Financial Services and portions of the General Counsel's office, have already been approved for the destruction of outdated confidential records and for some materials routinely created that qualify. Once initial backlogs of outdated records have been approved for destruction, agreements will be made for independent destruction on a routine basis with the approval of the department head or dean for the affected office.
If you have questions about whether a type of record requires confidential destruction and to receive destruction approval, please contact Robin Stanger, Library Assistant I, at 208-282-3249, or via email at email@example.com.
Approved Shredding Vendors -
The formal contract for confidential destruction by Idaho state agencies lapsed in July 2003. Departments may select a vendor from those listed here. NOTE: INDIVIDUAL DEPARTMENTS AND COLLEGES ARE NOT AUTHORIZED TO SIGN ANY CONTRACTS WITH ANY SHREDDING VENDOR. Refer sales representatives to the Purchasing Department at 208-282-3111.
Offices should plan to call ahead for a pickup, regardless of vendor, except for those on an automatic cycle.
Shred-it, based in Idaho Falls, Idaho. They offer curbside destruction, drop-boxes free of charge and bi-monthly pick-ups. This service does not require removal of staples, sorting for paper type, or the removal of folders. This vendor currently charges based on time to shred (11/2004).
Contact them at: 208-529-1763 and ask for Teri Blevins, or via email at firstname.lastname@example.org (effective November 2007).
Cintas, based in Salt Lake City, Utah. They offer curbside destruction, drop-boxes free of charge and bi-monthly pick-ups. This service does not require removal of staples, sorting for paper type, or the removal of folders. This vendor currently charges based on weight of paper shredded (10/2006). This vendor is also NAID Certified AAA.
Contact them at: 866-747-3377 (toll free) and ask for Stephanie Bogan, or via email at email@example.com (effective October 2006).
Western Records Destruction, based in Boise, ID. They offer mobile destruction, containers free of charge - This service does not require removal of staples, sorting for paper type, or the removal of folders. Separate shredding available for CDs and diskettes. This vendor currently charges based on either weight or by number of their containers they empty (“by the tip”).
Contact them at: 208-589-6408 (cellular) and ask for Russ Ray (Idaho Falls) or 208-375-8585, Boise.
How These Services Work -
Contact the vendor and ask for a drop box.
These boxes are attractive, covered in a 'formica'-like material, with a locking door on the front. There is an 18" x 1 1/2 " slot in either the top or front of the unit, with an interior panel to prevent paper from being pulled back out through the slot. These containers hold roughly the amount of paper in 5 Xerox paper boxes, or 3-4 file cabinet drawers of 8 1/2 x 11 paper. These vendors also offer large, ‘trash can’-like bins for offices that create larger quantities of confidential records. The disposal cost varies based on vendor, but should not be more than $60.00 for a drop-box/rolling bin, depending on how densely the box/bin has been filled.
How do you get the box emptied or boxes of material picked up and shredded?
As soon as you are ready for shredding, call the vendor. Remember to allow lead-time so your office can be scheduled. If you have boxes or large quantities of material ready to shred, special pickup arrangements can be made. You do not have to fill a drop box to use these services for one-time office calls.
What can be shredded?
Virtually any kind of paper, regardless of color, finish (e.g., color photocopies, magazine-weight papers), or size of page can be shredded. Some card stock mixed in is okay, like report covers and manila folders. You DO NOT have to remove: staples, paper clips (binder clips should come off), tape, 'post-its', label tape, etc. You do not have to sort for color, weight of paper, etc. The shredding equipment can even cope with the plastic spine spiral binding..
NOTE: 3 ¼" Diskettes, magnetic tape, and CD-rom/DVD disks can be destroyed by these vendors with prior arrangement. Do not toss them into your shredding drop boxes and/or bins.
Last updated: January 23, 2012