Document destruction software exists to answer one question for your clients: can you prove our records were destroyed? Everything else, from scheduling to billing, supports that answer. Here's how the work should flow through the system.
On-site destruction
- 1The visit is generated from the client's service plan and placed on a route.
- 2The driver arrives, and the app records the time.
- 3Containers are emptied into the truck's shredder, and the driver counts them by type.
- 4The client signs on the phone, or the driver records why no one could sign.
- 5The certificate of destruction is created from that record and emailed to the client within minutes.
Off-site destruction
- 1The driver collects the material and records the pickup. The client gets a pickup receipt right away.
- 2The material is unloaded at your plant and waits for destruction.
- 3A plant operator records a destruction batch: when, where and which pickups it covered.
- 4Certificates for those pickups are issued once destruction is recorded.
The step most tools skip is the middle one. If your software can't show which pickups are still waiting for destruction, you can't promise clients a certificate date, and an auditor will notice the gap.
Records it should keep
- Who serviced each stop, including the helper
- Arrive and depart times, container counts, photos and signatures
- Pickup receipts and destruction batches for off-site work
- Every certificate and every corrected version, locked once issued
- A change history that no one can edit
How Trakro does it
Trakro handles both on-site and off-site destruction. On-site certificates go out right after service. Off-site stops get a pickup receipt at the stop and a certificate once the destruction batch is recorded, with the chain of custody in between. Issued certificates are locked, and fixes become new, numbered versions.
Let Trakro handle the paperwork.
Certificates, chain of custody and invoices, built from every stop.