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12200-12210 Process and Procedures: Administrative Recommendations

12200. POLICY OUTLINE

1) Following are possible risks of not having a policy or program for proper record retention and destruction:

a. Clutter of unwanted and unnecessary papers;

b. Wasted efforts of searching for information;

c. Possible loss of important documents; and

d. Wasted office space. 

2) Following are potential benefits of having a policy or program:

a. More efficient use of space;

b. Systematic disposal of records that have outlived their usefulness;

c. Protection from accidental or premature destruction of important documents;

d. Faster retrieval, saving clerical time; and

e. More easily achieved safeguarding and protection of records.

12210. PROGRAM OUTLINE

1) Establishing a Policy

a. Are records active/referenced frequently?

b. Are records retained for legal purposes?

c. What is the life cycle of this record?

2) Records Management

a. Keep an inventory of records.

b. Know how long each record must be kept in the active file. 

3) Storage

a. Is current storage sufficient and safe?

b. Will microfilm/fiche be sufficient and safe?

c. Can records be stored on magnetic media?

4) Record Retention

a. Is the record a duplicate or the original?

b. Who has the original and should it be kept? 

5) Legal Requirements

a. How long must the original be kept before it is put on microfilm/fiche or magnetic media?

b. Are approvals needed to destroy the original?

6) Storage of Reproductions

a. Determine the medium to be used for storage.

b. Which county agency keeps the reproduced copy?

c. Centralized control

d. Convenient location

e. Adequate space

f. Proper lighting, ventilation and security

7) Destruction of Documents

a. Preparation

i. Make final review and seek authorization for destruction.

ii. Prepare resolution for board action. 

b) Controlled destruction

i. Take special care regarding the nature of the record to be destroyed.

ii. Determine if the record could be a historical document.

c) Methods of destruction

i. Burial/landfill

ii. Disintegration - usually by outside firm

iii. Incineration/burning 

iv. Shredding - may still require burial or burning

v. Recycling - recyclable paper only (non-confidential)

d) Magnetic media

i. Extremely versatile

ii. Information can be erased and new information entered.