Archive destruction is the destruction of an overage or surplus archive. The main reason for choosing archive destruction is to exceed the minimum retention period or to reach the maximum retention period. How exactly does this work and how does Archive-IT work when a client orders the destruction of an archive? We explain it!
Streamlining Document Retention
It can be quite time-consuming to structure and store documents correctly. Almost all documents now have mandatory retention periods, such as medical records (15 years) or personnel files (7 years). Failure to comply with these guidelines can lead to difficult legal processes or even a visit from the tax authorities. To make it easier for the client, retention periods can be tracked in a clear and organised manner within the Archive-IT system!
Destruction in a Secure Way
When the retention period has expired, the document can be destroyed. It is important that the destruction is carried out in a secure manner. Naturally, you do not want your confidential documents to end up in the wrong hands. It often turns out that the measures companies take to destroy documents are not always effective enough. With advancing technologies, it has become easier to trace paper remnants back to the original document. Therefore, companies must set stricter requirements for the way they destroy their documents in order to comply with the GDPR.
Cooperation with PreZero
When it comes to archive destruction, Archive-IT collaborates with PreZero. Archive-IT only begins the destruction process when the client gives the go-ahead. PreZero then ensures that your documents are destroyed in a safe and environmentally friendly manner. To achieve this, they have developed a container specifically for archive destruction, called the SECURE-DATA container. Additionally, they hold all the necessary certifications required by laws and regulations. Destruction takes place in a fully closed circuit. Together with PreZero, Archive-IT is committed to fully relieving the client and ensuring archive destruction is carried out in accordance with strict requirements. After the destruction process is completed, the client receives a certificate of destruction.
Do you need advice regarding retention periods and/or archive destruction? Contact us!