Compliance & Certifications
Last Updated: February 2026
Target Audience: Management, Operations Manager, Safety Officer, All Employees
This section documents Scott Recycling's compliance obligations across environmental, safety, transportation, and data security domains. Every employee plays a role in keeping the company compliant -- review the areas relevant to your position and follow the procedures outlined in each guide.
Overview
Scott Recycling operates under a web of federal, state, and industry regulations. As an electronics recycler handling materials across 10 states with a fleet of box trucks and a processing facility, we must maintain compliance in four key areas:
| Area |
What It Covers |
Primary Owner |
| Environmental |
EPA e-waste rules, hazardous material handling, state regulations |
Operations Manager |
| Data Security |
Data destruction procedures, chain of custody, certificates |
IT Manager / Operations Manager |
| HIPAA |
Protected health information handling, breach response, healthcare customer compliance |
IT Manager (HIPAA Security Officer) / Management |
| Workplace Safety |
OSHA requirements, PPE, lockout/tagout, fire safety |
Operations Manager / Team Leaders |
| Transportation (DOT) |
Driver qualifications, vehicle inspections, HOS, drug testing |
Operations Manager / Fleet Manager |
| R2 Certification |
Industry standard for responsible electronics recycling |
Management |
Compliance Guides
| Guide |
Description |
| R2 Certification Preparation |
Roadmap to achieving R2 certification -- requirements, gap analysis, timeline, and costs |
| Data Destruction Procedures |
Chain of custody, destruction methods, NIST 800-88, certificates of destruction |
| HIPAA Compliance Policy |
PHI handling, Privacy/Security/Breach rules, safeguards, risk assessment, BAA management |
| HIPAA Breach Response Plan |
Step-by-step breach investigation, 5-business-day notification timeline, remediation |
| Environmental Compliance |
EPA regulations, hazardous materials, CRT handling, battery safety, state rules |
| Workplace Safety |
OSHA requirements, PPE by role, lockout/tagout, fire safety, incident reporting |
| DOT Compliance |
Driver qualifications, vehicle inspections, HOS, drug testing, accident reporting |
Compliance Calendar
Monthly
| Task |
Responsible Party |
Details |
| Fire extinguisher visual inspection |
Team Leader (Warehouse) |
Check gauges, pins, and mounting on all extinguishers |
| Safety walk-through |
Operations Manager |
Inspect facility for hazards, PPE compliance, housekeeping |
| Vehicle maintenance review |
Fleet Manager |
Verify all scheduled maintenance is current |
| Data destruction log review |
IT Manager |
Audit destruction records for completeness |
| First aid kit inventory |
Team Leader (Warehouse) |
Restock supplies, check expiration dates |
Quarterly
| Task |
Responsible Party |
Details |
| HIPAA risk remediation review |
IT Manager |
Review status of open items from annual HIPAA risk assessment |
| Safety training refresher |
Operations Manager |
Topic rotates: PPE, fire safety, ergonomics, hazmat |
| Hazardous material storage audit |
Operations Manager |
Inspect battery containment, CRT storage, chemical storage |
| Driver qualification file review |
Operations Manager |
Verify all DQ files are current (licenses, medical cards) |
| Emergency procedure drill |
Operations Manager |
Fire evacuation or spill response drill |
| Equipment inspection (balers, shredders) |
Maintenance Tech |
Document condition, verify guards and safety devices |
Annually
| Task |
Responsible Party |
Details |
| OSHA 300 log posting (Feb 1 - Apr 30) |
Office Manager |
Post previous year's injury/illness summary |
| Fire extinguisher professional inspection |
External Vendor |
Certified annual inspection of all extinguishers |
| DOT drug and alcohol testing program review |
Operations Manager |
Verify random testing rates meet DOT minimums |
| Environmental permits renewal |
Management |
Renew state environmental permits as required |
| HIPAA security risk assessment |
IT Manager |
Annual assessment of PHI handling vulnerabilities and safeguards |
| HIPAA training (all staff) |
IT Manager |
Annual HIPAA refresher for all employees who handle healthcare customer materials |
| HIPAA breach response plan test |
IT Manager + Management |
Tabletop exercise to test breach notification procedures |
| BAA review |
Management |
Review all active Business Associate Agreements for currency |
| Insurance policy review |
Management |
Verify coverage meets R2 and contractual requirements |
| Forklift operator re-certification |
Operations Manager |
Re-certify all forklift operators (OSHA requires every 3 years) |
| R2 surveillance audit (once certified) |
Management |
Annual audit by certification body |
| Employee safety training documentation review |
Operations Manager |
Verify all training records are complete and current |
Responsible Parties
| Role |
Compliance Responsibilities |
| Management |
Overall compliance oversight, R2 certification, insurance, permits, budget |
| Operations Manager |
Day-to-day safety, DOT compliance, environmental compliance, training coordination |
| IT Manager (HIPAA Security Officer) |
Data destruction procedures, destruction log integrity, technology compliance, HIPAA risk assessments, breach investigation, PHI safeguards |
| Office Manager |
OSHA recordkeeping (300 logs), workers' compensation reporting, file maintenance |
| Fleet Manager |
Vehicle inspections, maintenance records, driver qualification files |
| Team Leaders |
Enforce PPE requirements, conduct daily safety checks, report hazards |
| All Employees |
Follow safety procedures, wear required PPE, report incidents immediately |
Questions? Contact your supervisor or refer to the Getting Started guide.