This procedure clearly does not result in the destruction of the original records. If you have more documents that liquids, then you can do one of two things: work in smaller batches, or work with a larger container. However, this subsection does not require the Archivist to request such advice and counsel as a regular procedure in the general disposal of records under this chapter. . The recurring series of records that fall under this category must be identified prior to being destroyed. But once that retention period is over, much of those documents can be destroyed.
If retention periods have been met, fill out the Records Disposition Request form and contact Records Management, , for further instructions or for help with the form. If for example, you place these records in a garbage can and they are then destroyed by the trash disposal company, you will incur no legal obligation. Records subject to a Legal Hold must be retained while the Legal Hold is in effect, irrespective of the otherwise applicable retention period under this policy. For example, each individual has the legal right to privacy of information in a personnel file or even in a loan file. Lists and schedules of records to be submitted to the Archivist by head of each Government agency The head of each agency of the United States Government shall submit to the Archivist, under regulations promulgated as provided by section 3302 of this title-- 1 lists of any records in the custody of the agency that have been photographed, microphotographed, or digitized under the regulations and that, as a consequence, do not appear to have sufficient value to warrant their further preservation by the Government; 2 lists of other records in the custody of the agency not needed by it in the transaction of its current business and that do not appear to have sufficient administrative, legal, research, or other value to warrant their further preservation by the Government; and 3 schedules proposing the disposal after the lapse of specified periods of time of records of a specified form or character that either have accumulated in the custody of the agency or may accumulate after the submission of the schedules and apparently will not after the lapse of the period specified have sufficient administrative, legal, research, or other value to warrant their further preservation by the Government.
See the webpage for more information. The technique used must fully annihilate or at least sufficiently obliterate the records to prevent any information from being used for any purpose. Sample Document-Destruction Policy With the caveats above about how all the states have their own rules and ethics opinions, here is a sample starting point for drafting your own document retention and destruction policy. Some view this as an insecure method since the documents may be left unattended. Regulations covering lists of records for disposal, procedure for disposal, and standards for reproduction.
This can be used to effectively expunge a record provided that the coating cannot be removed. In this Article: Every month you receive some kind of document with sensitive information. Flynn, who continues to work at the S. So what it depends gives you the right solution? For example, a personnel file may contain records of reprimands or disciplinary actions taken against an employee. The fire keeps going if you keep lighting it every 10-15 minutes and if you keep adding paper.
Credit agencies periodically post an incorrect credit report against an individual. Make sure that there is nothing in the bottom, such as plastic foot grips. Shred-X is nationally recognised as a leader in the secure destruction industry. The mere fact that your index indicates that the records have been destroyed or that you have prepared a Certificate of Destruction does not relieve you of your obligation to respond to legal requests for records not yet destroyed. Anything that can reach deep into the container to churn and break apart the paper will succeed. Having formally documented data retention policies are a requirement. For this reason, you may want to require the contractor to post a bond of sufficient dollar value to cover your liability in case of their failure to destroy your records in a timely manner.
Once you think everything is burned and the fire is out, shift through the ashes and look for any unburned paper. Various procedures affect the destruction of records including the form of destruction shredding, pulping, etc. Shred-it is a Stericycle solution. When shredding sensitive documents it is important to use a crosscut shredder as opposed to a more basic strip-cut shredder , because it produces thinner strips of paper. You are welcome to watch the process on the video monitor mounted on the side of our truck. Expungement in a roll microfilm system is extremely difficult. Records of academic research and data may be governed by additional policies or regulations.
The bottom line is that either solution requires an amount of trust, but the final decision must be customer-based on what they feel the most secure solution is. A Record includes all original documents, papers, letters radiographic images e. Sandvick worked as a civil litigator in California for over 7 years. Original documents means the electronic, digital, microfilmed or other preserved or archived non-hard copy of Records where the University has expressly authorized in writing the destruction of original Records. The retention period remains the same and continues to specify when the records, regardless of form, can be destroyed. During the document preparation stages for microfilming and scanning, pages are removed from folders and staples removed from multi-page documents.
Bleach is going to help break down the paper. Disposal of Records 44 U. Once the fire has been burning for a while it may have a stable heart center of hot embers. The destruction of such records may be reached under 18 U. At the end of our service we will provide you with a Certificate of Destruction.
Putting the pulp directly into bags may lead to leakage and could possibly be rejected by the garbage men. Often, the departments responsible for the records are notified prior to destruction and are given an opportunity to halt the destruction process for specified reasons. The agency shall specify the manner of destruction of such records when documenting disposition. If something else catches on fire, have a garden hose ready, and have the second person spray it with water. Dispose of them on the scheduled day. In the private sector, we often establish procedures that are similar to expungement but in a different context. It can actually reduce your malpractice premiums to have such a policy in place, and it allows you to point to that policy if anyone ever questions why a file has been destroyed.
Offsite Shred Service Iron Mountain employees deliver shred bins to one of our secure vehicles for transportation to our shred facility. Grassley, an Iowa Republican who is the ranking member on the Senate Judiciary Committee, to the S. Example: Create and use disposal lists for administrative records associated with incomplete projects or programs, or for record series that are frozen for legal purposes and submit to the Records Specialist. If a legal discovery request is received, policies must be in place to ensure that all organized and periodic data destruction activities must immediately be placed on hold until the legal department determines whether these destruction activities jeopardize sought-after data. Security Containers As the need for information destruction has caught on, the ubiquitous security containers from companies such as Shred-it are found in many organizations. The letter shall explicitly state the method by which the file will be destroyed.