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Hampshire clerk requests contracting with document shredding service
Cumberland Times-News

 

ROMNEY - County officials need to decide how they will dispose of documents in the future, especially as it relates to the planned move to the new judicial complex next summer, according to the Hampshire County circuit clerk.

 

Clerk Sonja Embrey appeared before Hampshire County commissioners Steve Slonaker and Robert Hott (Don Cookman was absent for a portion of the meeting) Tuesday to request consideration of contracting with a document shredding service based in Winchester, Va.

 

She presented a package of information on the company's services and costs. Secure Shred would bring a truck to the courthouse on a regular basis and shred on site. She said she had checked with a local bank that uses the service and shreds documents about once a month.

"I am ashamed to admit that my office doesn't shred," she said. When asked how they dispose of documents, Embrey said, they are simply thrown in the trash. She said that many of the documents her office handles involve confidentiality and that is not an appropriate way to dispose of them.

 

She said that using an office shredder would require considerable time because of the volume of documents. "Someone would have to sit there and shred all day," she said. Embrey said that in considering such a service she checked with other offices in the courthouse, many of whom would be willing to use the service, except for the county clerk's office.

County Clerk Sharon Link said that the documents in her office are all a matter of public record and she sees no value to shredding any of them. Assessor Frank Whitacre said that his office doesn't have a lot of material to be shredded but he would be willing to use the service if it were available.

 

Embrey said that overall such a service appears to be needed because of the amount of paper accumulation. It would also help the environment, she added.

 

She also said that with the move coming up in a few months they need to determine how much of the stored files will actually need to be moved and how much can be destroyed. She said requirements are different for each office but that some documents have a required storage period and should be destroyed at the end of that time. More often than not, that has not taken place.

 

Embrey said that she wanted to start with a clean slate in the new location, keeping only those documents that are necessary.

 

Hott asked if the sheltered workshop provides a shredding service and Embrey said that is does. But the professionals in Winchester are more adept at ensuring confidentiality, she indicated.

 

It was also suggested they get a shredder for the courthouse that would accommodate all of the offices. She said that would be a possibility but then how would they dispose of the shredded material.

 

The question arose as to who in the area might recoil the shredded paper. The commissioners indicated they would research that issue.  Hott said that burning is not an option because that is not considered "green."

 

Slonaker said they could possibly look at a shredder for the new complex.

Embrey said that regardless of what the commissioners determine for the county as a whole, she will likely contract with a service for her office. "I just thought the other offices could use it as well," she said.

The issue will likely appear on a future commission agenda.

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Confidata document destruction located in Utica New York, is a member of NAID and follows FACTA and HIPAA records destruction requirements. CONFIDATA is a division of Empire Recycling Corporation

 

 

Confidata
N. Genesee & Lee Streets
PO Box 353 | Utica, NY 13503

 

Hours of Operation
Monday - Friday 7:30 to 4 PM

 

Phone: 1-800-62-SHRED
Fax: (315) 724-0167