Medical Records Shredding in Boston, MA

Same business day. Call (978) 636-0301 or submit the request form above with your practice name, address and contact details. Our standard BAA covers all required HHS provisions including breach notification, subcontractor restrictions and termination procedures. We email the signed PDF the same business day. Compare to national chains taking 2 to 4 weeks.

HIPAA requires that PHI be destroyed so it cannot be reconstructed. HHS guidance does not specify exact particle size, but OCR investigators consistently accept NSA P-4 cross-cut shredding (5/16-inch by 2-inch particles or smaller) as compliant. We shred at P-4 minimum, often higher. Strip-cut shredding alone does not meet the standard.

Massachusetts requires medical records be retained for 7 years after the last patient encounter. Pediatric records must be kept until the patient turns 25 or 7 years after last encounter, whichever is longer. Federal Medicare and Medicaid records require 10-year retention. Some specialty boards require longer (radiology, orthopedics). We help you identify records past the retention period before destruction.

Yes. Our witnessed shredding option lets a practice administrator or compliance officer watch the destruction in real time at our Tewksbury facility. Many compliance officers require witnessed destruction for sensitive records or after a breach incident. Appointment required, $75 minimum applies. Witnessed shredding details.

Yes. X-ray films contain silver and require specialized destruction with silver recovery. We also destroy hard drives (physically shredded, not just wiped), backup tapes, CDs, USB drives and any electronic media containing PHI per NIST 800-88 standards. Certificate documents serial numbers when provided. Media destruction details.

Our locked transport bins use tamper-evident seals. Vehicles are GPS-tracked. Staff are W-2 employees only (no contractors), background-checked at hire and annually. In 19 years of service, we have had zero PHI exposure incidents. If an incident did occur, our BAA includes the HIPAA-required breach notification within 60 days, and we maintain $2 million liability insurance specific to data destruction.

Most healthcare clients save 30 to 50 percent versus Iron Mountain, Shred-It or Stericycle. A 5-doctor practice typically saves $1,800 to $3,000 annually on scheduled service. A 25-doctor specialty group saves $8,000 to $15,000. Solo practitioners save $400 to $800 on drop-off. We never require long-term contracts. Cancel anytime. Compare us to competitors.

Our notarized Certificate of Destruction satisfies OCR audit documentation requirements. We retain copies of every Certificate for 7 years. We can re-issue Certificates from past jobs at no charge. We also retain chain-of-custody logs and surveillance footage that auditors occasionally request. We have provided supporting documentation for over a dozen practice audits since 2007 with zero deficiencies cited.

Yes. Practice closures, retirements and sales often require destruction of decades of charts on a tight timeline. We have managed closures for solo practitioners through 30-physician groups. We coordinate with your records custodian, your malpractice carrier and the Massachusetts Board of Registration in Medicine as needed. Custom pricing applies, typically with significant volume discounts.

No. Our industrial shredders handle staples, paper clips and binder clips. Skip the prep work. The only items to remove are large metal lever-arch binder rings (3-inch or wider) and any hazardous materials like used X-ray developing chemicals.