Documentation
What Every Job Will Include
This is the standard we hold ourselves to on every job — a formal document you can file, share with auditors, or attach to a compliance report. No job closes without it.
Sample Certificate of Destruction
CoulSource LLC
Certificate of Destruction
Data Destruction Certificate — Job #CS-2026-0042
ClientAcme Medical Group
Job DateMarch 4, 2026
Device Type2.5" SATA SSD
Serial NumberS3EVNX0K123456
Make / ModelSamsung 860 EVO 500GB
Destruction MethodPhysical Shred
Standard AppliedNIST SP 800-88 Rev. 1
VerificationConfirmed Unrecoverable
Timestamp2026-03-04 · 11:42 EST
T. Coulson
Certified Technician · CoulSource LLC
✓ Verified
Sample only — client details are redacted in shared versions
Every certificate includes:
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Device Serial NumberUnique identifier tied to the exact physical device processed.
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Make, Model & CapacityFull device description for your asset records and audit trail.
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Destruction or Wipe MethodPhysical shred confirmation or overwrite standard (e.g. NIST 800-88 Purge).
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Verification ResultPass/Fail (wipe) or "Confirmed Unrecoverable" (physical destruction).
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Date & TimestampExact date and time the job was completed with timezone.
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Technician ID & SignatureName and signature of the technician who performed the work.
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Job Reference NumberTraceable job ID for audit lookup or record requests at any time.
Records retained for 7 years
All certificates and audit logs will be archived and available upon request for compliance audits, litigation holds, or HIPAA / GLBA documentation requirements.