Understanding how to set up recurring shredding service helps your organization make better decisions about document security, compliance, and vendor selection. PACE Shredding has been guiding businesses across West Virginia, Pennsylvania, Maryland, Virginia, Ohio, and Kentucky through secure document destruction for years — and we’re committed to educating our clients, not just servicing them.
One of the most common questions we receive is about timing: how long should you keep various documents before destroying them? The answer depends on the document type and applicable regulations. Tax records generally require a seven-year retention period under IRS guidelines. Employee files should be kept for a minimum of three to seven years depending on the record type and state law. Medical records have varying retention requirements by state, often ranging from seven to ten years. A formal document retention policy, reviewed by legal counsel, is the best way to ensure your organization’s schedule is defensible.
When it comes to selecting a shredding vendor, the most important credential to look for is NAID AAA Certification. This third-party certification requires annual unannounced audits and covers every aspect of the destruction process — from employee screening to equipment standards to chain-of-custody documentation. A NAID AAA Certified provider like PACE Shredding gives you independent verification that your vendor meets the industry’s highest standards.
Many organizations wonder whether recycling documents in a blue bin is sufficient for data security. It is not. Recycling bins can be accessed by anyone, and documents discarded in recycling can be reconstructed from dumpsters or sorting facilities. Professional shredding with a certified vendor is the only way to ensure documents are permanently and irrecoverably destroyed.
After destruction, PACE Shredding sorts all shredded paper by quality grade and delivers it to certified recycling partners — so your security needs and sustainability goals are both met with a single service engagement.
Have more questions about how to set up recurring shredding service? Call us at (304) 376-0036 or email shredsales@paceenterprises.org — our team is always ready to help.
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Contact PACE Shredding for a free quote on how to set up recurring shredding service in Fairmont, WV.
Frequently Asked Questions
On-site shredding occurs at your location using a mobile shredding truck — you observe destruction in real time. Off-site shredding involves transporting documents to PACE Shredding’s secure facility for destruction under chain-of-custody controls. Both methods produce a Certificate of Destruction. On-site is preferred for the highest security assurance and direct oversight.
Ask for proof of NAID AAA Certification — the industry’s highest standard, verified by annual third-party audits. Verify the certificate directly at the NAID member portal. Also confirm that employees are background-checked, drug-tested, and that the company provides a Certificate of Destruction. PACE Shredding is proud to be NAID AAA Certified and CJIS Compliant.
Tax records: 7 years. Pay stubs: 1 year. Bank statements: 1 year (or 7 years if tax-related). Medical records: 7–10 years depending on state. Employee files: 3–7 years. Legal documents: permanently or as long as relevant. Consult legal counsel for a comprehensive retention policy specific to your industry.