Resources · Certificate of Destruction Sample
What a Certificate of Destruction Looks Like — And What It Must Include
Every device EWaste Phoenix processes receives a serialized Certificate of Destruction. Here is exactly what ours includes — and why each field matters for your compliance audit.
CERTIFICATE OF DATA DESTRUCTION
EWaste Phoenix · NIST 800-88 Compliant · R2v3 Certified
Certificate #: COD-2026-SAMPLE-001
Date of Destruction: [Date]
Client Name: [Client Organization Name]
Project Reference: [Project Number]
Client Address: [Client Address]
Device Information
Asset Tag: [Asset Tag Number]
Device Type: Hard Disk Drive
Manufacturer: [Manufacturer]
Model: [Model Number]
Serial Number: [Serial Number]
Capacity: [Storage Capacity]
Destruction Method
Method Used: Physical Shredding (NIST 800-88 Rev. 2 — Destroy)
Particle Size: ≤2mm
Verification: Witnessed by [Technician Name], Certified Technician
Technician ID: [Tech ID]
Chain of Custody
Pickup Date/Time: [Date/Time]
Facility Receipt: [Date/Time]
Transport: GPS-tracked, bonded vehicle
Processing Date: [Date/Time]
Authorized Signature: ___________________
Title: Facility Operations Manager
EWaste Phoenix · 1721 W. Rose Garden Ln Suite 3, Phoenix, AZ 85027
(877) 321-4823 · recycle@techbrosaz.com
Why Every Field on Your COD Matters
| Field | Why It Matters | Compliance Framework |
|---|---|---|
| Certificate Number | Unique identifier for audit trail | All frameworks |
| Serial Number | Links destruction to specific device | HIPAA, PCI-DSS, SOX |
| Destruction Method | Proves method meets regulatory standard | NIST 800-88, HIPAA, CMMC |
| Technician ID | Human accountability for each destruction | HIPAA, SOX |
| Chain of Custody | Proves unbroken custody from pickup to destruction | All frameworks |
| Authorized Signature | Legal attestation of destruction | All frameworks |
Frequently Asked Questions
What is a Certificate of Destruction?
A Certificate of Destruction (COD) is a legal document issued by a certified data destruction provider that proves specific storage media was permanently destroyed. It includes the device serial number, destruction method, date, technician, and facility information. A COD is required for HIPAA, PCI-DSS, SOX, FERPA, and CMMC compliance audits.
What should a Certificate of Destruction include?
A compliant Certificate of Destruction must include: (1) unique certificate number; (2) device serial number; (3) destruction method (per NIST 800-88); (4) date and time of destruction; (5) technician name and ID; (6) chain-of-custody documentation; (7) authorized signature from the destruction facility.
Is a Certificate of Destruction legally binding?
Yes. A Certificate of Destruction issued by a certified NIST 800-88 compliant provider is a legally binding document that can be used as evidence of compliant data destruction in regulatory audits, litigation, and insurance claims.
Get a Real COD for Your Next Project
Every data-bearing device we process gets a serialized Certificate of Destruction — delivered within 24 hours of processing.
See our data destruction service and ITAD RFP template.