Printer Friendly
The Free Library
22,728,043 articles and books

Document destruction.



As the owner of a mental health and substance abuse treatment center in Ogden, Utah Ogden is the county seat of Weber County,GR6 Utah, United States. A 2006 estimate placed its population at 78,086. The city served as a major railway hub through much of its history, and still handles a great deal of freight rail traffic which makes it a , Paul Oleson oversees thousands of confidential files detailing his patients' personal and emotional problems. If any of the documents were ever to fall into the wrong hands, they could cause tremendous embarrassment for his clients, destroy the clinic's reputation, and leave Oleson's fifteen-year-old business vulnerable to a hefty lawsuit.

For years, the Years, The

the seven decades of Eleanor Pargiter’s life. [Br. Lit.: Benét, 1109]

See : Time
 clinical psychologist safeguarded the documents by storing them in a secure file room in three metal cabinets that were locked at all times. However, with a client base of 700 to 800 patients a year, the documents began to take over the office. The cabinets filled to capacity and, even after three more were purchased, the clinic had resorted to filing patient reports and other sensitive records in cardboard boxes cardboard box ncaja de cartón

cardboard box n(boîte f en) carton m

cardboard box card n
. The center never had a security breach that jeopardized a client's privacy, but by the mid-1990s it was painfully clear that Oleson needed a way to dispose of To determine the fate of; to exercise the power of control over; to fix the condition, application, employment, etc. of; to direct or assign for a use.

See also: Dispose
 outdated files safely to make room in his secure cabinets.

Destroying the documents was not as easy as it sounds, though. Under state law, treatment centers like Oleson's must maintain patient records for at least seven years. The documents are considered confidential and cannot be released to anyone without the patient's permission. When they finally are discarded, the documents must be destroyed first to ensure that the client's privacy is protected.

"I can't just throw them in the trash," says Oleson, whose files document domestic abuse cases, drug addictions drug addiction
 or chemical dependency

Physical and/or psychological dependency on a psychoactive (mind-altering) substance (e.g., alcohol, narcotics, nicotine), defined as continued use despite knowing that the substance causes harm.
, people with sexual problems, and other cases. "These records have to be completely destroyed. It's a lawsuit waiting to happen if something like this ever got into the public."

Oleson thought he solved his problem two years ago when he purchased an industrial shredder. The machine, which cost about $100, could finely shred eight to ten papers at a time. The documents could then be bagged and discarded with the rest of the clinic's trash. But the shredder proved to be too slow and inefficient. Shortly after Oleson bought the machine, for example, it took an office secretary two full work days to destroy two boxes of files, each containing between 75 and 100 documents.

Although Oleson kept the shredder for destroying papers like written phone messages from clients, the clinic couldn't afford to tie up its two secretaries for document destruction. "It was an all-day exercise," Oleson says. "It cost me $64 [a day] in labor cost to shred."

On a whim whim  
n.
1. A sudden or capricious idea; a fancy.

2. Arbitrary thought or impulse: governed by whim.

3. A vertical horse-powered drum used as a hoist in a mine.
, Oleson decided earlier this year to call the local trash-to-energy plant to ask if the facility had a program for burning sensitive documents. To his surprise, Oleson found that the Wasatch Energy Systems incinerator incinerator, furnace for burning refuse. The older and simpler kind of incinerator was a brick-lined cell with a metal grate over a lower ash pit, with one opening in the top or side for loading and another opening in the side for removing incombustible masses called  in Layton, Utah Layton is a city in Davis County, Utah, United States. It is named after Christopher Layton, a Mormon colonizer and leader. As of the 2000 census, the city had a total population of 58,474 and by June 2006 had been estimated at 68,017[1]. , had instituted such a program several years ago. Since the facility was located just twelve miles from his Ogden clinic, Oleson decided to try it.

After sorting through the files to identify all records that dated back more than seven years, Oleson packed his truck with nearly 8,000 documents weighing between 500 and 600 pounds. On his way home from work, Oleson dropped by the burn plant and watched as the documents were loaded onto a platform, dropped into the incinerator, and burned into ash - all at a cost of about $20.

Wasatch Energy Systems is a nonprofit A corporation or an association that conducts business for the benefit of the general public without shareholders and without a profit motive.

Nonprofits are also called not-for-profit corporations. Nonprofit corporations are created according to state law.
, public waste-to-energy facility that is owned and operated by seventeen cities and two counties in northern Utah. Completed in 1987, the facility serves nearly 200,000 residents, burning municipal waste in incinerators that reach temperatures of between 1,800 and 2,200 degrees Fahrenheit.

Customers who need sensitive documents burned pay on a sliding scale slid·ing scale
n.
A scale in which indicated prices, taxes, or wages vary in accordance with another factor, as wages with the cost-of-living index or medical charges with a patient's income.
, with prices ranging from $82 a ton to $400 a ton, depending on the amount of paper to be burned and any special handling needs of the client. Customers are responsible for transporting the sensitive documents to the plant themselves, with most corporations hiring special security details to accompany the waste to the plant.

Once the trash has arrived at the plant, the documents are dumped on a scale and weighed. A CCTV CCTV
abbr.
closed-circuit television


CCTV closed-circuit television
 surveillance system and two plant employees monitor the drop and the weighing process to ensure that the documents are not tampered with prior to burning. A crane then lifts the documents from the scale and drops them in a hopper that leads into an incinerator.

Plant employees check afterward af·ter·ward   also af·ter·wards
adv.
At a later time; subsequently.

Adv. 1. afterward - happening at a time subsequent to a reference time; "he apologized subsequently"; "he's going to the store but he'll be back here
 to ensure that they have all been thoroughly burned. In the rare instance when documents have not been completely destroyed, they are placed in the incinerator again. Customers, who are permitted to watch the entire process on the surveillance system, are issued a "certificate of destruction" after the documents have been burned.

Oleson says that he was comfortable with the operation and plans to take documents to the burn plant once a year.

(For more information: John Crofts, marketing communications Marketing communications (or marcom) are messages and related media used to communicate with a market. Those who practice advertising, branding, direct marketing, graphic design, marketing, packaging, promotion, publicity, sponsorship, public relations, sales, sales  manager, Wasatch Energy Systems, Layton, Utah, 801/771-3032; fax: 801/771-8615. Or contact your local trash-to-energy operation to see whether it offers a similar service.)

- By John F. Kirch, associate editor
COPYRIGHT 1998 American Society for Industrial Security
No portion of this article can be reproduced without the express written permission from the copyright holder.
Copyright 1998 Gale, Cengage Learning. All rights reserved.

 Reader Opinion

Title:

Comment:



 

Article Details
Printer friendly Cite/link Email Feedback
Title Annotation:document security of a mental health and substance abuse treatment center owned by Paul Oleson in Ogden, Utah
Author:Kirch, John F.
Publication:Security Management
Date:Aug 1, 1998
Words:841
Previous Article:Government security reform progresses.
Next Article:Tackling the crime at its roots.
Topics:



Related Articles
Jail provides mental health and substance abuse services.
NIC update.
Identifying the needs of juveniles with co-occurring disorders.
Leaving addiction behind.
Addressing Mental Health Needs of Juvenile Offenders.
Help for addicts.
Issues and standards in counseling lesbians and gay men with substance abuse concerns.
New data have meth on field's radar.
Addressing co-occurring disorders: correcting deficiencies.
Tools for the new generation: clinicians must be prepared to offer appropriate care for co-occurring disorders.

Terms of use | Copyright © 2014 Farlex, Inc. | Feedback | For webmasters