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How can you securely dispose of records?

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Records are essential for any organization, but they also pose a risk if they are not disposed of properly. Records can contain sensitive, confidential, or personal information that could be exploited by unauthorized parties, or cause legal, regulatory, or reputational issues if they are not destroyed in compliance with relevant standards and policies. Therefore, administrative managers need to ensure that they have a secure and effective records disposal process that protects their organization and its stakeholders. In this article, we will discuss some of the key steps and best practices for securely disposing of records.

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IG GURU

Information Governance

1 Identify the records to be disposed

The first step in any records disposal process is to identify which records are eligible for destruction, and which ones need to be retained for longer periods or transferred to archives. This depends on the records classification scheme, retention schedule, and disposition authority that your organization follows. These documents define the types, categories, and functions of records, as well as their legal, operational, and historical value, and their retention and disposal requirements. You should consult these documents before deciding to dispose of any records, and document your decisions and actions accordingly.

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IG GURU

Information Governance
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Identifying and assessing information is necessary to determine what and how long to retain information according to regulatory and business requirements. The retention schedule captures information on type, location, disposition, and reasons for retention.

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Rajesh Kumar.S

Serial Entrepreneur , Founder of Multiple innovative Technology start ups, Specifically in Edtech & Heathtech
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Disposal and destruction of records Disposal may also include the migration or transmission of records between systems, and the transfer of custody or ownership of records. Destruction is the complete and irreversible physical erasure of the record which ensures that the record cannot be reconstituted or reconstructed.

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2 Prepare the records for disposal

The next step is to prepare the records for disposal, by removing any duplicates, non-records, or materials that are not part of the records. You should also ensure that the records are separated by their format, such as paper, electronic, or media, and by their disposal method, such as shredding, deleting, or degaussing. You should also label the records clearly with their disposal date, category, and method, and store them securely until they are ready for disposal. You should also create a disposal list or inventory that records the details of the records to be disposed, such as their title, description, identifier, date range, volume, and location.

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IG GURU

Information Governance
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i-SIGMA has guidance on disposition. There is a certification they have for vendors to be NAID certified for physical and electronic destruction. Further, internal policies for defensible disposition and deletion should be considered.

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3 Choose a disposal method

The third step is to choose an appropriate disposal method for the format, content, and sensitivity of the records. This method should render the records unreadable, irrecoverable, and unusable. Common disposal methods include shredding, deleting, and degaussing. Shredding involves cutting paper records into small pieces that can't be identified or reassembled. Deleting electronic records can be done using a software tool that overwrites the data with random patterns or a physical tool that destroys the storage device or system. Degaussing erases magnetic media records by exposing them to a strong magnetic field that scrambles the data, and can be done with a degausser device or by hiring a professional degaussing service.

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IG GURU

Information Governance
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There is a myriad of ways to destroy physical records. It typically comes down to cost and timing. Using a NAID certified vendor to destroy physical records helps with verifying that destruction occurred. Further, working with trusted IT professionals can determine when and how electronic information is deleted or destroyed. Last, check with vendors to see how they delete information they store for your organization. Their policy and practices may need to be automated or match your destruction policy requirements. Note, legal or tax holds may delay or impact when records can be destroyed.

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4 Verify the disposal

The fourth step is to verify that the disposal has been done correctly and completely, and that no records have been left behind, misplaced, or stolen. You should check that the records have been disposed of according to the disposal method, and that there are no traces or remnants of the records that could be recovered or accessed. You should also obtain a certificate of destruction or a confirmation receipt from the disposal service provider, if you have used one, that attests to the date, time, location, and method of disposal. You should also update your records inventory or register to reflect the disposal status and date of the records.

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IG GURU

Information Governance
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Having a certificate of destruction as part of a policy for destruction is essential to validate that records were destroyed, regardless of where the records are located and stored.

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5 Review the disposal process

The final step is to review the disposal process and evaluate its effectiveness, efficiency, and compliance. You should assess whether the disposal process has met your organization's objectives, policies, and standards, as well as the legal, regulatory, and ethical obligations that apply to your records. You should also identify any gaps, issues, or risks that occurred during the disposal process, and how they can be resolved or prevented in the future. You should also document your findings and recommendations, and share them with your stakeholders and management.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Administrative Management

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How can you securely dispose of records?

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3

4

5

6

1 Identify the records to be disposed

2 Prepare the records for disposal

3 Choose a disposal method

4 Verify the disposal

5 Review the disposal process

6 Here’s what else to consider

Administrative Management

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How can you securely dispose of records?

1

2

3

4

5

6

1 Identify the records to be disposed

2 Prepare the records for disposal

3 Choose a disposal method

4 Verify the disposal

5 Review the disposal process

6 Here’s what else to consider

Administrative Management

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