Checklist: What Documents Should You Shred to Stay CCPA and HIPAA Compliant
Let’s be honest—shredding documents probably isn’t the most exciting part of running a business. But if you’re handling customer data, employee files, or anything related to healthcare or finance, it’s one of the most important things you can do to protect your business.
Between CCPA (California Consumer Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act), you’re legally responsible for safeguarding sensitive information—including how you throw it away.
If you’re unsure what to shred (and when), you’re not alone. We work with businesses across Southern California that ask us this exact question all the time. So we’ve created this quick, practical checklist to help.
Why Secure Shredding Really Matters
Under both CCPA and HIPAA, how you dispose of data is just as important as how you store it. And it’s not just about protecting your customers—it’s about protecting your team, your reputation, and your bottom line.
Improper disposal of records can result in:
Fines (we’re talking thousands to millions)
Data breaches and identity theft
Audits or lawsuits
Loss of customer trust
The good news? You can avoid all of that with a solid, secure shredding routine.
Documents You Should Always Shred (Especially for CCPA & HIPAA)
This isn’t a complete list, but it covers most of what we see in the field when visiting medical offices, law firms, accounting teams, and HR departments.
Employee Documents
Resumes and applications
Payroll records
Health benefits or leave paperwork
Performance reviews or write-ups
Any document with a name, SSN, address, or other private data
Quick tip: Even after an employee leaves, their file needs to be protected until it’s legally safe to destroy.
Customer & Client Info
Contact forms or intake sheets
Copies of driver’s licenses or insurance cards
Payment history and billing details
Printed emails or communication logs
Signed contracts or agreements
CCPA gives California residents the right to know what data is collected and to request that it be deleted—so proper shredding is key.
Medical and Patient Records
This is a big one under HIPAA. If you’re a provider or even a business associate handling health information, these should always be securely destroyed:
Patient charts
Medical histories
Lab results or diagnostics
Insurance or billing info
Prescriptions or referrals
Any document that contains PHI (Protected Health Information) must be disposed of properly. That means shredding—not tossing it in the recycling bin.
Financial and Legal Records
Tax documents (once retention periods are met)
Bank statements or account numbers
Loan applications
Invoices or vendor payments
Legal case files or discovery materials
These documents often contain sensitive PII and should be destroyed in a way that’s compliant and traceable.
General Office Materials (Often Overlooked!)
Printed emails with customer names or case details
Spreadsheets with contact info
Handwritten notes
Meeting minutes or internal memos
Training materials with real client examples
Just because it doesn’t “look” like sensitive info doesn’t mean it isn’t. When in doubt? Shred it.
Don’t Just Shred — Shred the Right Way
To truly stay compliant, it’s not just about what you shred, but how you do it.
Work with a provider that offers:
Locked bins for your office
NAID AAA Certification (the gold standard)
Certificates of Destruction
Regular, scheduled pickups
Here at Paper Recycling & Shredding Specialist, this is what we do every day for clients across Pomona, LA, Orange County, Riverside, San Bernardino, and San Diego.
CCPA & HIPAA Compliance Isn’t Optional—But It Doesn’t Have to Be Overwhelming
We’ve helped businesses of all sizes—from solo practices to corporate offices—stay protected with secure, certified shredding. We’re happy to answer your questions, walk your team through what needs to be shredded, and ensure that nothing slips through the cracks.
Your Quick Shredding Compliance Checklist
If you’re asking yourself, “Should I shred this?”—this list is for you:
✅ Does it have a name, address, phone number, or ID number?
✅ Is it related to a patient, employee, or customer?
✅ Is it older than your required retention period?
✅ Is it printed and no longer needed?
✅ Would I be worried if this got into the wrong hands?
If the answer is yes (or even maybe)… shred it.
Ready to Get Compliant and Stay Protected?
We’ll help you create a smart, secure shredding plan that meets industry standards and fits your schedule.
