Archive Box and File Index
Find a file years later without opening every box, and know who to ask before anything in the box is thrown away.
IY-01 1 page
IT and office systems · IY-04
Confidential Waste Collection Record
A free printable confidential waste log sheet — each bag or console sealed, collected and certified, with seal numbers and signatures at every handover.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Account for every bag of confidential paper from the moment it is sealed to the certificate that says it was destroyed.
Who it is for
Offices, practices and clinics that use a shredding contractor, and anyone who has to show what happened to the paper.
How to use it
- Write the seal or tag number at the moment the bag or console is sealed.
- Have the collecting driver sign for the number of bags taken.
- Note the destruction certificate number when it arrives, and the date.
- Chase any collection whose certificate has not come back.
What is on the sheet
One page, top to bottom:
Printed under the title: Every bag, console or bin of confidential paper handed over for shredding — sealed by whom, collected by whom, and the certificate that came back.
Seal number, then signature. The record is only as good as the gap it closes: a bag that left the building without a signature is a bag you cannot account for. Write the seal or tag number at the moment of sealing, and chase the destruction certificate if it does not arrive.
Write-on lines: Site / office · Shredding contractor · Contract / account ref.
Collections
Table, 12 rows: Date · Location / console · Bags · Seal or tag no. · Sealed by · Collected by · Cert. no. · Cert. received
Questions
What if we shred in-house instead?
Then the collected-by and certificate columns become the person who ran the shredder and the date. The point is the same: a bag that is sealed and then signed off, with no gap in between.
Why record the location or console?
Because a missing bag is traced backwards. Knowing it came from the console by reception narrows down who could have put what in it.
Related sheets
Waste Collection and Transfer Log
Keep a running index of waste leaving the premises and of the documents that came back with it, so a request for records is a filing question.
PF-06 1 page
Key Control Register
Know at a glance which keys are out and with whom, and be able to say honestly how many copies of any of them exist.
AS-02 1 page
Visitor Sign In Sheet
Know who is in the building on an ordinary day, and be able to say so on a bad one.
AS-03 1 page
