Updating records retention schedules

11-Jan-2020 23:30 by 7 Comments

Updating records retention schedules - Adult web cam no signup

Disposition may include the destruction of records or the transfer of records to another entity (most commonly an Archives) for permanent preservation.An organization's records disposition program provides approved routine procedures to dispose or transfer records that are no longer needed in the office for current agency business.

FERPA or HIPAA protected information) should be destroyed in a secure manner that protects privacy, such as shredding, incineration, or secure digital destruction.The process of creating a retention schedule begins with gathering information by conducting a records inventory to determine among other things: what records exist, their formats, their origin, and who accesses them.In the end, the retention schedule is usually reviewed and approved by appropriate departments and signed off by the leadership of the organization.Records containing non-sensitive information may be disposed of in the trash, recycling, or less secure digital destruction.Another goal of the disposition process is to provide proof that records have been consistently and properly dispositional.All public records held by Washington's state institutions must be retained according to records retention schedules approved by the State Records Committee, as required by RCW 40.14.

Retention schedules apply to all public records, regardless of format.This point is extremely important in light of the most recent revisions to the Federal Rules of Civil Procedures which deal with the process of discovery and production of evidence in response to potential litigation.This process is most commonly called "E-Discovery." In regards to disposition, it is very important that the destruction of records be documented and approved by the proper authorities.Generally, active records are those that are referred to often during the regular course of business.Active paper records are typically located in nearby filing cabinets or in desks.See below for additional resources on the appropriate disposal of information.