In the case that digital records were being disposed of, such as a set of old leads from your CRM system, you'll need to verify their deletion with a member of the IT department or someone who has an understanding of the digital record disposition process. To help convey the risks associated with data disposal and erasure, we’ve evaluated three data destruction methods from those with the highest risk to the most secure and effective. Check what happens to the shredded paper once the destruction has taken place. H��W�n�}�W�Q>�eI�omq3gNR��`�E�>0q"�>"ÿ�/��$u�㙤�X���k��8�ߗ�=�ɇ�d��%,f��$NX��I�E�l�z��Q�`�j���, paper; and 2. (11) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Both paper and microforms should be recycled where these facilities exist. An ongoing program of disposal means records destruction of time expired records occurs regularly, and, in the case of permanent records, they are transferred to the University Archives regularly. METHODS OF RECORDS DISPOSAL. Office manager must wisely dispose all unnecessary ad useless records. Shredding Choose a method suitable for the document’s sensitivity e.g. Selling as waste material. }}, Run this checklist every month to dispose a batch of records, Overview of how Iron Mountain's record management services work. HTML PDF: 434-640-010: Records disposal—Generally. 0000001804 00000 n WAC Sections. Sensitive and confidential records should only be conveyed in a closed and lockable vehicle. 0000000016 00000 n What is records disposal? 0000002410 00000 n Whether you are destroying the records onsite or offsite, it is important that you oversee the process to make sure the records are destroyed properly. This will ensure that you can justify why the records in question where destroyed, as well as proving beyond refute that no trace of them remains.Why is this important?Even if carried out with The next step is to schedule a disposal date. This can be undertaken on site or via an approved contractor. Care must be taken when destroying records. 0000003031 00000 n These guidelines apply to all public records created within the University, but the principles of records destruction and the methods of destruction are best practice advice for all types of records created by the University. 25 0 obj<>stream State Archives and Records Authority of New South Wales - Destruction of Records, Iron Mountain - Fundamentals of Records Retention Schedule, National Archives - Frequently Asked Questions about Records Scheduling and Disposition, Victorian-Auditor-General’s Office - Records Management Checklist, Florida Department of State - Approved Methods of Destruction, ZircoDATA - A Checklist to Upgrade Your Records Management Policy to Ensure Compliance, Kevin Beaver - Data retention policies and procedures for SMBs, New York State Archives - Retention and Disposition, West Coast Computer Recycler - The Importance of a Data Destruction Certificate. When the time comes to discard patient records, you might be wondering about the approved disposal methods available to you. Box-It - Why are Certificates of Destruction Important. Plasma gasification is an environment-friendly waste disposal method. They also require robust records management procedures to meet the requirements set out under s46 (i) of the Freedom of Information Act 2000. Document the following in your record management system: Record batch: {{form.Record_batch_(title)}}Description: {{form.Description_of_the_records}}Type: {{form.Are_the_records_paper_or_digital? 0000001282 00000 n As a result, you could be putting yourself at risk of data breaches. Specifically, nearly all of the secure disposal laws specify three possible methods of records disposal: shredding, erasure of personal information, and modification of the record to make the personal information illegible. 1. This method promotes good conservation of paper resources. The disposal of assets involves eliminating assets from the accounting records.This is needed to completely remove all traces of an asset from the balance sheet (known as derecognition).An asset disposal may require the recording of a gain or loss on the transaction in the reporting period when the disposal occurs. (a) For paper records containing information that is confidential or exempt from disclosure, appropriate destruction methods include burning in an industrial incineration … According to Erik Eckel from TechRepublic, "A data retention policy is the first step in helping protect an organization's data and avoid financial, civil and criminal penalties that increasingly accompany poor data management practices.". Check with the appropriate department that the record disposal has been completed. State the address of where the records will be stored. 0000001154 00000 n Records disposal is the process by which University Records are either destroyed or retained as University Archives. These include the retention, deletion or destruction of records in or from recordkeeping systems. 0000013356 00000 n The act of disposing of a record is not one which should be carried out in an ad hoc or unmanaged manner, but according to pre-defined criteria and clearly articulated processes. endstream endobj 24 0 obj<> endobj 26 0 obj<> endobj 27 0 obj<>/ProcSet[/PDF/Text]/ExtGState<>>> endobj 28 0 obj<> endobj 29 0 obj<> endobj 30 0 obj<> endobj 31 0 obj<> endobj 32 0 obj<> endobj 33 0 obj<> endobj 34 0 obj<> endobj 35 0 obj<> endobj 36 0 obj<> endobj 37 0 obj<>stream Disposal of records. (1) procedures for the compiling and submitting to the Archivist of lists and schedules of records proposed for disposal, (2) procedures for the disposal of records authorized for disposal, and (3) standards for the reproduction of records by photographic, microphotographic, or digital processes with a view to the disposal of the original records. 0000003270 00000 n Records should be destroyed in an environmentally friendly manner. The certificate is important because it is the company's guarantee to you, the customer, that all items have been properly destroyed. Records Disposition Schedules, although coordinated through DOE HQ, must be approved by the Archivist of the United States. Download (PDF 113 KB) Methods of destruction use cross shredding in a 2 axis shredder for sensitive documents. Both paper and microforms should be recycled where these facilities exist. It’s generally not a recommended way to dispose of documents that contain sensitive information. The records are not retained forever. It is used to convert commodity recyclables extracted from the municipal solid waste in the landfill into energy. Some certificates will also explain the process that was used so you know exactly how your data was handled. Disposal is a range of processes associated with implementing the records retention, destruction or transfer decisions documented in the University's Records Retention and Disposal Authority. According to the multinational enterprise information management company Iron Mountain, "A records retention schedule is the cornerstone of an effective records management program.". It is the responsibility of the organisation to ensure that the methods used throughout the de… (eg duplicates, for reference-only, external Confirm method of … Paper is reused or reconstituted as other paper products. Once created and used records must be destroyed. The manager has been automatically assigned to the task, thanks to role assignments. We recommend using a Disposition Log to create an audit trail of paper and electronic records your office has destroyed. The Code of Practice on the management of records, s12 states that: However, disposal must be done responsibly through a clear understanding of: an organisation’s business functions Disposal of Records. %PDF-1.4 %���� Examples of magnetic and optical audio-visual media are film, video, audiotape and microforms. Keeping track of your business’s paperwork and digital data can be an overwhelming responsibility. 0000002810 00000 n Most of this information has already been gathered in the previous tasks; it's just a matter of consolidating them into a clear and well-organized spreadsheet. This is a good example of the benefits of using a secure information management service, Review your organization's records retention schedule, Send a manager an email regarding the disposal request, Confirm the records have reached the storage facility, Internally verify completion of the disposal, Erik Eckel - The Importance of Data Retention Policies. 0 There are two general requirements for disposing of public records: You must ensure that the records have met all retention requirements (knowledge of disposal eligibility is the responsibility of the office); and; You must internally document the disposition of any public records … The destruction of highly sensitive, personal or confidential material should be supervised by a representative of the organization or by another authorized agent if destruction has been contracted out. It’s not necessary to record individual destroyed documents or files – instead, records should be grouped and recorded by their type and function (Record Series).At a minimum, the Disposition Log should contain the following information: 1. There is a risk of destroyed records being recreated, especially if material is recycled. �(^�]6�O� �'w�G�JOg�p�)^J��=��{f�?w���Թ�%�0M�l��h�va���A���:Y��?֥}!��k�Xy���X�7�Qڅ����B��ᙑ�`�f.\Y?2�g�E��\[���a|5��8��Y�Qܻ�]~V ;��n�8`R3S��c+s^[�FԹ�����Uw^ӫnG���ץ}kw�C�n���d���Y4d,^����ZjiNL��#LnX-p�(������3A�/l��� S5�5SYƵT5/bh�c[�=p�� ���)I2vk(�R>��Dq���(+�~Rf]�d�]��oP��ls�O��Eպ2�K��N�$��ln��i.��J�R��8�A�Z�&+� ��3o�`d4�����Qr�fU�� q$�t�BH�zI��b����p;�~����w;d����BDO�x4�7y)�&�[�(\��>/�x��4­D.ۊf�XHT���ښ$a��V�V�2�S�*.�����0Z�$�s]aq� $Q"^����a{�B�+w� ��gt��L�� ��p����� Records disposal can mean the destruction, archiving or permanent retention of a record or series of records. Records authorized for disposition may be disposed of using the following methods: Transferring to the National Archives. Disposal of records is the appropriate destruction or transferral to the University Archive of records, once they have reached the end of their retention period. Record disposal is a particularly crucial component of record management as it could cause a costly legal situation if not executed properly. A disposition log must at least contain the following details: Download our template disposition log (preview below) if you do not already have one tailored to your organization. Pulping A secure method of destruction if carried out approp… 1 Introduction to disposal Disposal is an important part of records management. "Disposal" refers to the disposal of the record whether by physical destruction or transfer to the University Archives at the end of its retention period. Content. In many cases, document disposal agencies will come to you and shred on-site. 6 Information & Records Management Process Manual Records sentenced with a disposal date at some point in future should be listed and boxed for transfer to IRM only if you have no storage space within your department. the safekeeping and eventual disposal of all types of records. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. Personal data can be contained in 2 main forms: 1. Physical documents:e.g. High risk: Third Party Erasure / Destruction – Off-site; Presenting the most risk to organisations is third party erasure and/or destruction off-site. 0000003733 00000 n Read about the fundamentals of a record retention schedule. State the address of where the records will be destroyed. 0000005864 00000 n If you are not receiving certificates of destruction from your current service provider, it could mean that they are failing to comply with strict rules that govern data destruction. Donating to the Smithsonian Institution, local museums, or historical societies. %%EOF 0000003809 00000 n Although these methods of destroying records may have been a viable option in the past, these same methods might not be enough to remove all traces of data from records being stored electronically. Using the template below, email a manager asking them to approve your record disposal request. Request secure records disposal bins through a work order in iNeed. The records which have values are stored and others are disposed. These methods are generally … The carbon-based materials are exposed to high temperatures and converted to syngas, a gas which can either be directly combusted or further refined into chemicals and higher-grade fuels. DOE Administrative Records Schedules have been created for the Department and, when justified by the uniqueness of the records, site-specific Schedules are created. HTML PDF: 434-640-020: Disposal of confidential records. When you are disposing of records that contain personal and/or confidential information, it is critical that you ensure compliance with state laws. If you have a number of different archive locations, recording the location here will help you identify the storage facility of each batch in the future in the case that they need to be retrieved. Texas Record / May 4, 2017. Recommended destruction methods: cut, crush, shred or use chemical recycling appropriate to the type of media being destroyed. At the University of Canterbury records disposal is required to comply with government regulations and we are guided by the General Disposal Authority (GDA) for NZ Universities. }}Date of record destruction: {{form.Date_of_records_destruction}}Who/what undertook the destruction? This helps in creating space. Quick Tips on Disposal of Electronic Records. In addition, there is a responsibility under the Data Protection Act 1998 Principle 5 for records not to be kept for longer than is required. The basic procedures for destruction are: Records (including copies) not selected for archival preservation and which have reached the end of their administrative life should be destroyed in as secure a manner as is appropriate to the level of confidentiality or protective markings they bear. First, you must verify that the disposal is aligned with company policy by reviewing the record retention schedule. 0000000696 00000 n In the case that you handle transportation internally, contact the relevant department, inform them of the upcoming disposal and confirm pick-up and delivery to the storage or destuction facility. Once the records have been destroyed, you should receive a certificate of destruction from the service provider that performed the destruction on your behalf. x�b```"��|�cb��S/�td`0��nf9\�!�+��v(�g�x�*)�.�h� ��w)� ��B�@������,H0���E2viA �����C����f�� g�8�B��?8f�� 2 �!�b ��� 5@)� Disposal is defined as a ‘range of processes associated with implementing appraisal decisions. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition.This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. Official records shall not be destroyed or otherwise disposed of by any University faculty or staff except as outlined in the Records Management Program and Retention Schedule. Discard/disposal/landfill: Documents are tossed into a garbage container or dumpster, or are buried in a landfill. All University records – hard-copy and electronic – should be disposed of when the retention period is over. fundamentals of a record retention schedule. 0000000945 00000 n Paper and physical records can be destroyed in 3 ways. The log is essential for you to gain approval from the records management department and/or senior management, in addition to the company's own record-keeping of record disposals! Verify that the transportation service has successfully delivered the records to the storage facility. They may also include the migration or transmission of records between recordkeeping syste… Records should be destroyed in an environmentally friendly manner. : {{form.Who/what_undertook_the_destruction? 0000001025 00000 n hard disks, CDs and DVDs. Records destruction requires the approval of your unit head or the information custodian delegated that responsibility, and is documented using a records destruction form. In fact disposal is something that you are required to do under legislation such as the Public Records Act and Data Protection Act. }}Storage facility address:{{form.Address_line_1_(street_address)}}{{form.Address_line_2_(apartment,_suite,_unit)}}{{form.Address_-_City}}{{form.Address_-_State}}{{form.Address_-_ZIP_Code}}, Record batch: {{form.Record_batch_(title)}}Description: {{form.Description_of_the_records}}Type: {{form.Are_the_records_paper_or_digital? xref Office shredders should only be used for shredding transitory and short term retentionrecords. Whether your records are paper or digital, need to be destroyed or retained in a storage facility, this checklist will guide you through a simple method to ensuring that you are disposing of records in a compliant and efficient manner. 0000002018 00000 n If you use an information management services company like Access or Iron Mountain, contact them and schedule a pick-up date that is in line with the disposal date you selected earlier in the checklist. The next task - which is an approval task - must be completed by the manager. 23 20 For all current records disposal and transfer }}Date records arrived at the storage facility: {{form.Date_records_arrived_at_the_storage_facility}}Who delivered the records to the storage facility? startxref ... You probably only want to do this if you have a relatively small amount of paper to dispose of, as this method can be rather time-consuming. Site Contents Selected content listed in alphabetical order under each group Let Your Voice Be Heard The next step is to name each record and their various details in a disposition log. Disposal. The last step is to record the record disposal! Companies are required to implement policies and measures to ensure that personal data is properly disposed of, according to the form it is contained in. 0000013585 00000 n 23 0 obj<> endobj An efficient records management system should include arrangements for archiving or destroying dormant records in order to make space available for new records, particularly in the case of paper records. 0000005994 00000 n trailer The second and third methods are useable only with electronic media, which can reliably be erased, overwritten or encrypted. This means that records disposal can be built into work … HTML PDF: 434-640-030: Disposal by recycling. 0000006280 00000 n The terms 'disposal' and 'destruction' are often used interchangeably, but disposal does not always mean destruction, and there are a number of ways a record can be 'disposed of', including through the transfer of ownership. It is also important to ensure compliance with financial and legal requirements. 9\�K�. <<68ca755c99e22644b332c9adb43cff26>]>> Depending on the Department and the nature of the records, sensitive records may also be shredded ‘in-situ’. Electronic media:e.g. A well built-out record retention policy is absolutely essential for office managers to organize all company records and know when to dispose of them. The destruction of useless records is called disposal. 0000003497 00000 n Shredding is one of the best options because it’s easy, convenient, time-saving, and completely secure. {{form.Who_delivered_the_records_to_the_storage_facility? Easy-to-destroy records Note that records from Class 1 of the GDA for destruction.