{"id":651,"date":"2015-02-28T19:45:25","date_gmt":"2015-03-01T02:45:25","guid":{"rendered":"http:\/\/abclegaldocs.com\/blog-Colorado-Notary\/?p=651"},"modified":"2020-02-16T22:11:14","modified_gmt":"2020-02-17T05:11:14","slug":"document-destruction-personal-identifying-information","status":"publish","type":"post","link":"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/document-destruction-personal-identifying-information\/","title":{"rendered":"Document Destruction, Personal Identifying Information"},"content":{"rendered":"<h1 style=\"text-align: justify;\">Document Destruction, Personal Identifying Information<\/h1>\n<p style=\"text-align: justify;\">The <strong>Colorado Consumer Protection Act<\/strong>, <span style=\"text-decoration: underline;\"><strong><a href=\"https:\/\/codes.findlaw.com\/co\/title-6-consumer-and-commercial-affairs\/co-rev-st-sect-6-1-713.html\" target=\"_blank\" rel=\"noopener noreferrer\">CRS 6-1-713<\/a><\/strong><\/span>, regulates\u00a0<strong>document disposal<\/strong> and destruction of paper and electronic documents containing &#8220;<strong>personal identifying information<\/strong>&#8221; (<strong>PII<\/strong>).<\/p>\n<p style=\"text-align: justify;\"><a href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/2013\/11\/ABC_logo_180x180.jpg\"><img decoding=\"async\"  class=\"alignleft size-full wp-image-160\" src=\"data:image\/gif,GIF89a%01%00%01%00%80%00%00%00%00%00%FF%FF%FF%21%F9%04%01%00%00%00%00%2C%00%00%00%00%01%00%01%00%00%02%01D%00%3B\" data-layzr=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/2013\/11\/ABC_logo_180x180.jpg\" alt=\"ABC Legal Docs logo\" width=\"180\" height=\"180\" \/><\/a><strong>Personal Identifying Information<\/strong>, as defined in this law, means, a:<\/p>\n<ul>\n<li>Social Security Number<\/li>\n<li>personal identification number<\/li>\n<li>password or\u00a0passcode<\/li>\n<li>state or government-issued driver&#8217;s license or ID card number<\/li>\n<li>government passport number<\/li>\n<li>biometric data<\/li>\n<li>employer, student or military ID number<\/li>\n<li>financial transaction device<\/li>\n<\/ul>\n<p style=\"text-align: justify;\">when the data elements are not <strong>encrypted<\/strong>, redacted, or secured by any other method rendering the name or the element unreadable or unusable.<\/p>\n<p><!--more--><\/p>\n<p style=\"text-align: justify;\">Each public or private entity that uses <strong>documents<\/strong> containing <strong>personal identifying information<\/strong> shall develop a <strong>written policy<\/strong> for the <strong>destruction<\/strong> or proper<strong> document disposal<\/strong> of <strong>paper and electronic documents<\/strong> containing <strong>personal identifying information<\/strong>.<\/p>\n<p style=\"text-align: justify;\">If a third-party <strong>recycler<\/strong>, storage or <strong>disposal firm<\/strong> is used for handling documents, the <strong>contract<\/strong> must require the <strong>recycler<\/strong>, storage or <strong>disposal firm<\/strong> to follow reasonable security procedures to protect PII until the documents have been properly destroyed or otherwise disposed of.<\/p>\n<p style=\"text-align: justify;\">In addition to Colorado laws on document destruction, there are federal laws to follow including the Health Insurance Portability and Accountability Act (<strong>HIPAA<\/strong>), Financial Services Modernization Act (<strong>Gramm-Leach-Bliley<\/strong>), and the Fair and Accurate Credit Transactions Act (<strong>FACTA<\/strong>).<\/p>\n<p style=\"text-align: justify;\">Businesses should also use secure <strong>document destruction<\/strong> for confidential data such as business plans, trade secrets, marketing plans, sales reports, financial reports, customer lists, vendor lists, employee lists, payroll data, and other sensitive information.<\/p>\n<p style=\"text-align: justify;\">Courts have ruled there is no expectation of <strong>privacy<\/strong> once documents are discarded for disposal or recycling.\u00a0\u00a0 Criminals and competitors may acquire discarded information by &#8220;<strong>dumpster diving<\/strong>&#8220;.\u00a0 Documents pending <strong>document destruction<\/strong> should be kept in a <strong>secure<\/strong> container, not piled up near a <strong>paper<\/strong> <strong>shredder<\/strong>.<\/p>\n<h2 style=\"text-align: justify;\">Notarized Certificate of Document Destruction<\/h2>\n<p style=\"text-align: justify;\"><strong>TIP<\/strong>:\u00a0 For good <strong>record keeping<\/strong>, a business should keep a <strong>notarized<\/strong> <span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/certificate-of-data-destruction-form\/\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Certificate of Destruction<\/strong><\/a><\/span>, listing the specific documents or data files that were destroyed, type of PII, date, address, destruction method, name of person or company that destroyed the documents, and the legal chain of custody.\u00a0 <strong>Reasonable care<\/strong> must be used to make sure that destruction is completed using a <strong>secure<\/strong> <strong>process<\/strong>, to prevent unauthorized access to <strong>personal identifying information<\/strong>.<\/p>\n<p style=\"text-align: justify;\">Visit our website for <a href=\"https:\/\/www.abclegaldocs.com\/\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Colorado Springs Mobile Notary<\/strong><\/a> services or <a href=\"https:\/\/www.abclegaldocs.com\/Colorado_Notary_Training.htm\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Colorado Notary Training<\/strong><\/a> classes.<\/p>\n<p style=\"text-align: justify;\">\u00a9 Copyright 2015\u00a0 ABC Legal Docs, LLC\u00a0 All rights reserved.\u00a0 Do not copy.\u00a0 Citations welcome.\u00a0 Terms of Use apply.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Document Destruction, Personal Identifying Information The Colorado Consumer Protection Act, CRS 6-1-713, regulates\u00a0document disposal and destruction of paper and electronic documents containing &#8220;personal identifying information&#8221; (PII). Personal Identifying Information, as defined in this law, means, a: Social Security Number personal identification number password or\u00a0passcode state or government-issued driver&#8217;s license or ID card number government passport number biometric data employer, student or military ID number financial transaction device when the data elements are not encrypted, redacted, or secured by any other method rendering the name or the element unreadable or unusable.<\/p>\n","protected":false},"author":1,"featured_media":2520,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[1091,1099,1095,921],"tags":[26,17,1014,1008,1009,122,1019,1018,1017,587,5,1010,2887,1011,94,331,1013,293,1016],"class_list":["post-651","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-colorado-law","category-federal-law","category-security","category-small-business-tips","tag-affidavit","tag-colorado","tag-consumer","tag-destruction","tag-disposal","tag-document","tag-dumpster-diving","tag-facta","tag-glb","tag-hipaa","tag-notary","tag-personal-identifying-information","tag-pii","tag-policy","tag-reasonable-care","tag-record-keeping","tag-recycle","tag-security","tag-shredder","has_thumb"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - 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