Document destruction for public offices and institutions
In a public body, destroying documents is the final step of the formal weeding procedure — non-archival category B records may only be destroyed once the competent state archive has given its approval. Ekotechnika performs that last step: we collect the weeded records, destroy them in line with DIN 66399 and issue a destruction certificate for the case file. We work with public offices and institutions across Warsaw and the Mazovia region.
What makes public records different
- The archival category decides everything — category A materials go to the state archive; only non-archival records (category B) may be destroyed, once the period set in the filing plan has passed.
- The state archive's approval for weeding must be issued before destruction — we only collect records covered by such an approval.
- The destruction certificate goes into the weeding file — it states the date, scope and method of destruction, in line with accountability requirements.
- Billing suited to public bodies — invoices with deferred payment terms, and for larger archives a formal offer in response to your procurement enquiry.
Sample periods from filing plans (category B)
The classification in the uniform filing plan (JRWA) used by Polish public bodies is always decisive; typical examples below:
| Type of document | Retention period |
|---|---|
| Financial and accounting records (B5) | 5 years |
| Payrolls (B10 or B50, per the filing plan) | 10–50 years |
| Public procurement records | per the filing plan, min. 4 years |
| Day-to-day correspondence (BC, B2) | immediately to 2 years |
| Category A archival materials | never destroyed |
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 also destroy data media — hard drives from decommissioned equipment — and provide the complete set of documents needed to close the weeding procedure.
- 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.
Weeding approved by the state archive?
Send us the scope of the weeded records — we will propose a collection date and prepare a certificate that meets your institution's requirements. You can also read more about our document destruction service.
Contact: 531 690 670 · bok@niszczeniedokumentow.com