Continuing to store records that have exceeded their required retention timeframe leads to associated costs that are easily reduced with Record Retention Policies and timely confidential destruction.
HealthSERVE Records Management encourages clients to manage retention of their records and destroy any records that exceed the retention period. We work closely with you to determine appropriate retention schedules and to purge and destroy records as directed.
Strict Guidelines Ensure Worry–Free Destruction
We adhere to strict guidelines regarding destruction of materials. Specific written authorization for destruction is required, and the client is offered the opportunity to view materials before the destruction process occurs. In addition, destruction of records can be ordered only with appropriate authorization specific to each item to be destroyed, including client name, department/division name, contact name and telephone number, box or file number and title, record type and inclusive dates.
Experienced, Professional Service
We have experience working with inventory listings to select appropriate records for destruction, including validation of dates or other identifiers. For boxes labeled with destruction dates, the process will be fully integrated into the HealthSERVE Records Management Inventory Tracking System so that record tracking, database management and reporting conform to the facility retention schedule. Destruction dates are entered into the HealthSERVE Records Management Inventory Tracking System, and notices of records eligible for destruction are sent to the appropriate departments/divisions.
Files or boxes to be destroyed are identified by inventory listings (automated) and verified by staff (manual) as the records are removed from storage. Records slated for destruction are staged for a specific period of time to allow the customer to make any changes. Once this “grace period” has elapsed, we will manage the confidential destruction.
Destruction Record and Certification
An electronic file that lists each and every record or box identified and sent for destruction is produced for the client. Customers receive a Certificate of Destruction certifying the destruction of the designated materials. This Certificate lists the client name, department/division name, and type and number of records destroyed.