| Document Destruction Services for Accountants and CPAs
Compliance with the safeguarding provisions of the Financial Modernization Act of 1999 – better known as the Gramm-Leach Bliley Act, or GLB – is simple, as is the disposal by shredding of files and records that contain your clients' non-public information (NPI) of a financial nature.
When you hire Accurate Document Destruction Inc. for shredding services, compliance with GLB’s safeguarding provisions incurs no additional cost. Since before the enactment of GLB, Accurate’s document destruction process has been based on Department of Defense guidelines for the destruction of secret and sensitive documents. These guidelines far exceed the destruction guidelines of GLB.
When pursuing the destruction of sensitive information, accountants and CPAs must deal with two issues of compliance. First, they must exert due diligence in choosing a reliable vendor for the disposal of NPI by shredding. They must also give written permission to the vendor to remove NPI for the sole purpose of disposal by shredding. Accurate would be in violation of certain provisions of GLB if we did not receive written permission from the generator of NPI (the Accountant or CPA) to posses such documents for shredding.
Accurate has simplified the due diligence portion of the regulation by supplying the name and phone number of our insurance claims representative, who will verify that Accurate, in its eleven-year history, has never had an employee dishonesty claim or any suit filed against us for any wrongdoing on our part whatsoever (this contact information can be found in the first answer to our Frequently Asked Questions).
Accurate also provides a sample business associates agreement, outlining your permission to hand over documents containing NPI for the sole purpose of shredding.
SAMPLE BUSINESS ASSOCIATES AGREEMENT (ON YOUR LETTERHEAD):
Business Associate Agreement
Agreement made on this day (Insert Date) by and between (Company Name) and Accurate Document Destruction, Inc. Both parties being desirous of being in compliance with the Gramm, Leach-Bliley Act recognize that Accurate Document Destruction, Inc. is a Business Associate as defined. Accurate Document Destruction, Inc. will receive confidential information from (Company Name) for the sole purpose of secured shredding of this material in conformity with Gramm, Leach Bliley Regulations for document destruction. This material is refereed to in the Act as Non-Public Information. (NPI of a third parties Financial Information)
A certificate of destruction must be issued in the recommended Gramm, Leach- Bliley format to (Company Name) by Accurate Document Destruction, Inc.
(Company Name) has done due diligence in choosing Accurate Document Destruction, Inc. as a Business Associate in relying on the information presented to us by Accurate Document Destruction, Inc and has verified the information given.
Agreed and Accepted By:
________________________
(Company Name)
(Name & Title of individual Signing On behalf of (Company Name)
Agreed and Accepted By:
_________________________
Accurate Document Destruction, Inc.
Stephen Mandarano
General Manager & COO |
