Document Shredding for HR Departments — Protect Employee Privacy
Secure, NAID-certified employee record shredding for HR teams across IL, IN, IA, MO, MN, WI, and KY.
Call Now: 309-276-0409
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Why HR departments Need Secure Document Shredding
HR departments hold employees’ most personal information — Social Security numbers, background check results, medical information tied to benefits and leave, disciplinary records, and salary history. Employees trust their employer to protect this data, and multiple federal laws impose specific requirements on how long records must be kept and how they must ultimately be destroyed. Improper disposal can expose a company to employee lawsuits and regulatory scrutiny.
MedWaste Solution provides NAID-certified, HIPAA-compliant document shredding to HR departments throughout Illinois, Indiana, Iowa, Missouri, Minnesota, Wisconsin, and Kentucky. With no long-term contracts, competitive pricing, and free quotes, we make it simple for your HR department to build a reliable, compliant document destruction program — whether you need a one-time purge or scheduled recurring service.
Documents We Securely Destroy
Every HR department generates paper records containing sensitive personal, financial, or client information. Below are the most common document types our clients in this industry ask us to securely shred:
- Personnel files
- I-9 employment eligibility forms
- Payroll records
- Background check reports
- Benefit enrollment forms
- Performance reviews
- Disciplinary records
- Job applications and resumes
Compliance Requirements Your HR department Must Meet
Secure document shredding isn’t just a best practice — it’s often a legal requirement. Here are the key regulations that apply to document disposal in your industry:
FACTA (Fair and Accurate Credit Transactions Act)
Applies to background check and consumer report information used in hiring decisions, requiring secure disposal once no longer needed.
EEOC Record Retention Requirements
The EEOC requires employers to retain certain personnel and employment records for at least one year, and longer for records related to charges of discrimination.
FLSA (Fair Labor Standards Act)
Requires payroll records to be retained for at least 3 years before they are eligible for secure destruction.
ERISA (Employee Retirement Income Security Act)
Requires benefit plan records to be retained for at least 6 years, after which secure shredding protects both the company and former employees.
How It Works
Schedule Your Service
Call 309-276-0409 or submit the quote form below. We’ll discuss your volume, frequency, and compliance needs.
Container Delivered
We deliver secure, locked collection containers to your office, sized to fit your space and document volume.
Shred + Certificate
Documents are destroyed on-site or at our secure facility, and you receive a certificate of destruction for your compliance records.
NAID-Certified You Can Trust
MedWaste Solution is a proud NAID (National Association for Information Destruction) member, meeting rigorous, independently audited standards for secure information destruction. Our shredding process is HIPAA-compliant, our vehicles and facilities meet chain-of-custody requirements, and every job is documented with a certificate of destruction. We hold a BBB A+ rating and have served more than 1,000 customers across Illinois, Indiana, Iowa, Missouri, Minnesota, Wisconsin, and Kentucky with a 98% on-time service record — no long-term contracts required.
Frequently Asked Questions
How long must HR keep employee records?
Retention periods vary by document type: payroll records generally 3 years under FLSA, benefit records 6 years under ERISA, and I-9 forms for 3 years after hire or 1 year after termination, whichever is later. Once these periods lapse, secure shredding is recommended.
Which HR documents must be shredded vs. retained?
Any document containing Social Security numbers, medical information, background check results, or disciplinary history should be shredded once its legally required retention period has passed. Active personnel files should remain secured until that point.
What is required for I-9 disposal?
I-9 forms must be retained for 3 years after the date of hire or 1 year after termination, whichever is later. Once that period expires, I-9 forms containing employee identification numbers should be securely shredded rather than discarded in regular trash.
Get Your Free Shredding Quote
Fill out the form below or call 309-276-0409 to speak with our team today.
