65.07 - Destruction of Confidential Records
Last updated August 24, 2005
A. General. University colleges and departmental units are responsible for the secure physical destruction of confidential materials. Shredding is the only appropriate means to destroy confidential records. As these records are determined to be exempt from disclosure under the Idaho Public Records Act and are not required to be retained, the following processes are recommended for their proper disposal.
A-1. Confidential Records Defined. Information whose release is restricted because of statute, regulation or other legal requirements. Unauthorized release of confidential information may subject the person releasing the information and/or their employer to civil and criminal penalties for violation of legal restrictions on the release of the information. Examples include medical information, credit information, or student information. Confidential records are clearly defined by the Family Educational Rights and Privacy Act (FERPA) and the Idaho Public Records laws.
A-2. Sensitive Records Defined. Information whose release is restricted because of organizational policy or procedures or industry practice. However, no statute, regulation or other legal provision prohibits release of the information. Note, however, unauthorized release of sensitive information may cause damage to reputation or status of an individual or organization and may result in loss of income or opportunity. Examples include marketing plans, budget data, routine correspondence, or unprotected personal information.
Each department will be responsible for generating a list of
- “sensitive” records. This list will be reviewed by the Records
- Policy Advisory Committee and an approved list of document
- types will be created for example purposes.
B. Destruction of Confidential Records. Confidential records must be destroyed in compliance with State of Idaho regulations. The state has negotiated a Shredding & Records Disposal Service contract. This contract ensures proper and secure disposal of confidential records by shredding. [Note: Local usage of strip shredders by departments does not meet the state destruction standard for confidential records.]
C. Process. Each department is responsible for the destruction of confidential records they generate. The Records Management Office (RMO), (208)-885-4408 or (208)-885-2580 or Records Email is the coordinating office for the destruction of records. Departments should comply with the following procedures to ensure proper and secure destruction of confidential records.
C-1. Obtain Properly Secured Containers. The State of Idaho contracted vendor will provide free of charge secured containers for collecting and transporting confidential records. Contact the RMO and explain the volume of confidential records generated. RMO will request from the vendor the necessary sized containers and have the containers delivered to the department.
C-2. Transfer Secured Confidential Records to RMO. On-campus pick-up schedules will be established (e.g., once or twice a month) by the contractor responsible for certified shredding.
C-3. RMO Coordinates Destruction of Confidential Records with the Contacted Vendor. RMO will coordinate the destruction of confidential records with the contracted vendor. The following activities will take place:
i) The vendor weighs and destroys each departmental container.
ii) A certificate of destruction is sent to the owning department and a copy is placed on file in RMO.
D. Material Preparation. Material to be shredded must meet the following requirements:
- Qualify as confidential records per the FERPA and the Idaho Public Records laws;
- Record types for sensitive records should be listed for each department.
- Materials such as old publications, reports or ledgers without personal identifying information, newsletters, newspapers, or public directories should not be designated for shredding.
E. Information. Additional information regarding destruction of confidential records may be obtained from the Records Officer, (208) 885-2141 or Records Email or from the Office of University Counsel (208) 885-6125.