Record destruction refers to the removal of the record from whatever storage system that you use only after the expiration of the state mandated retention period. There are multiple methods of destruction and for paper records, shredding is the recommended method. For electronic records being stored in a document management system, there is a built in methodology that removes the record and ensures that it cannot be reconstructed.
If there is a litigation, negotiation, audit or administrative review that is pending on a record that you are aware of, then you must put a hold on destroying that record until the action has been completed, resolved or concluded.
Destruction of Paper Records (This process has to be approved and documented using the PVAMU Records Destruction Form)
- Identify records that have met the retention period and that they are not archival records.
- Inform the University Records Officer, Dwayne Marshall (email@example.com), of upcoming destruction.
- Make sure all administrative reviews are complete and there are no open records requests, litigation, claims, negotiations, or audits pending.
- Complete the Records Disposition Log and Destruction Form and obtain the appropriate signature(s).
- Obtain witness signature on the Destruction Form.
- Confidential records must be destroyed in a manner that ensures the confidentiality of the records. These records either should be cross shredded or burned.
- Make copies of the completed disposition log and destruction forms. Keep the copies in the department for reference and send the original to the University Records Officer, Dwayne Marshall, at Harrington Science Building, Suite 311.
Destruction of Hard Drives, CD/DVD
Hard Drives, CD/DVDs and Thumb Drives will need to be overwritten, degaussed or physically destroyed. An example of physically destroying a hard drive would be to drill at least three holes through it so that it cannot spin and hence unusable.