Document destruction for care homes and residential care facilities
A resident's file in a DPS (a Polish social welfare home) is among the most sensitive data there is — it combines information about health, family circumstances and finances with administrative decisions. Once the retention periods expire, it must be destroyed in a way that guarantees full confidentiality. Ekotechnika destroys the records of care facilities at security level P-5 under DIN 66399, issues a destruction certificate and collects the files directly from the facility — discreetly, without involving care staff.
What makes care facility records different
- Residents' files combine several legal regimes — medical records (20 years), social and administrative records all have different periods; we help sort them out before weeding.
- Data on residents' health and life situation is a special category of data (Article 9 GDPR) — security level P-5 is the standard for its destruction.
- Public facilities weed records according to their filing plan — we destroy them once the procedure is complete, with a certificate for the file.
- Archives grow over decades — when a facility is closed, restructured or relocated, we collect everything in a single run.
Retention periods for facility records
Indicative periods for the most common categories:
| Type of document | Retention period |
|---|---|
| Residents' medical records | 20 years |
| Social records and decisions | per the facility's filing plan |
| Accounting records | 5 years |
| Personnel files of staff (employed from 2019) | 10 years |
| Payrolls | 10 years |
Free document retention calendar (PDF)
A complete table of retention periods for more than twenty categories of documents — with the rules for counting the deadlines and an archive clean-up checklist.
Download the calendarWhat we provide
We understand how round-the-clock facilities work — collections are scheduled for a quiet time of day, the documents go into lockable containers while still on site, and billing is by invoice with deferred payment terms.
- Collection from your premises — we pick up the documents anywhere in Warsaw and the Mazovia region; you do not need to transport or pre-sort anything.
- Destruction to the DIN 66399 standard — security level P-4 as standard, and P-5 for specially protected data.
- Destruction certificate — a document stating the date, scope and method of destruction, ready to present during an inspection by UODO, the Polish data protection authority.
- Secure document containers — under ongoing cooperation we leave lockable containers on site and exchange them at an agreed rhythm.
How it works
- Contact and quote — by phone or e-mail; an approximate volume is enough (the number of binders, bags or linear metres of files).
- Collection — we arrive at the agreed time, weigh the documents and secure them for transport.
- Destruction and certificate — the documents are destroyed in line with DIN 66399 and you receive a destruction certificate for your GDPR records.
Facility archive in need of sorting out?
Contact us with the approximate volume of records — we will propose a collection date and a destruction method appropriate for sensitive data. You can also read more about our document destruction service.
Contact: 531 690 670 · bok@niszczeniedokumentow.com