The legal requirements involved in shredding professional documents is dependent on the business or profession involved, and the legal requirements imposed on that business or profession by local, regional, and country government.
Your solicitor would be the best source of information concerning the requirements for your company but you may be forced to retain an expert in the field of protection of privacy rights and other laws governing professional documents to ensure your compliance with all the laws involved as well as preventing any litigation against your company.
One option you have is retaining the service of a company that specializes in the proper legal disposal of professional documents. These companies normally provide you with a locked receptacle in which you or your employees can dispose of professional documents. The company collects the container and does the shredding for you for a fee when the containers are full.
Most of the companies that specialize in the disposal of professional documents guarantee the security of all steps of the process. It is a good idea to check with a supplier or customer that uses a professional document disposal service before you retain any company’s services to get a feel for the level of professionalism and security a given company really provides in disposing of professional documents.
Ultimately the legal and moral responsibility for any professional documents is yours and yours alone. Any negligent releases of professional documents by a company you hire to control the security of any professional documents will ultimately be your responsibility.
Even if the contract with the company you are considering claims that the legal responsibility becomes their problem at a certain point in time during the collection, transfer and disposal of your professional documents, you and your company are ultimately responsible for any release of private information.
Consulting your solicitor; an expert in the field of personal privacy, and participating in an information gathering campaign with other companies that use the document disposal service you are considering; like suppliers and colleagues, can be a prudent move before you engage the services of any company that claims to provide secure disposal of professional documents.
Alternatively, you can consider doing the job of disposing professional documents in house. Again a solicitor or legal expert in this matter is your surest and safest source of information for creating a system that accomplishes the job of professional document disposal legally, securely, and safely. This function should be considered as a quality control matter and procedures to accomplish the task should be written, monitored, and recorded diligently just like any other quality control function.