Paper
For confidential records destruction, the following methods should be used:
• Shredding
• Pulping
• Macerating
• Burning
Confidential records destruction service should be performed by:
• In-house shredder
• State Records Center-Iron Mountain
• A vendor certified by the National Association for Information Destruction (NAID)
Microforms
Microforms consist of microfilm or microfiche, and may be silver masters or diazo copies. Microforms may be shredded, but if silver masters or dupes exist, they may go through the silver recovery process first.
For confidential records destruction, the following methods should be used:
• Shredding
• Silver Recovery
Electronic
Electronic records are commonly found in:
• Hard Drives
• Hand Held and Mobile Computing Devices
• Network Devices
• Copy and Fax Machines with memory
• USB Removable Devices
• CDs/DVDs and optical discs
Prior to disposing of the above types of equipment or media, determine if sanitization is required. Different types of sanitization or disposal exist for each type of media:
• Shredding
• Degaussing
• Overwriting
• Drilling
Best Practices for Sanitization
See NIST Special Publication SP 800-088 Rev Guidelines for Media Sanitization(2014) which provides extensive details on media sanitization.
Please contact the State Archives when its time to transfer permanent records. This must be done by appointment and approval of the Archives.
Record which are flagged for historical significance by an agency's Record's Officer must also have the State Archives approval before transfer
What is disposition?
Disposition is the last stage of the records lifecycle; after a record has fulfilled its retention period, it is eligible for disposition, which involves either destruction, transfer to State Archives.
Legal Holds, Audits, and Investigations
Approved schedules DO NOT pre-empt good judgment. Records required for legal, audit, or investigative purposes beyond the recommended retention must be maintained until cleared by the appropriate authority before destruction.
How often do Certificates of Destruction need to be filed?
Certificates of Destruction are required at least once annually.
What do I do with copies?
Additional copies create for convenience or reference purposes should not be retained longer than the record copy listed in this schedule. Copies do not need to be reported on the Certificate of Records Destruction when they are destroyed.