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Guidelines for Discarding and Destroying Records
NEW - The Records Management Team is now the Archives and
Information Management Team.
Records identified in general or specific records
disposition schedules for discard may be disposed
of on site without any further consultation with the Archives.
Please note that records bearing sensitive personal information
(e.g., social security numbers, credit card numbers, bank
account numbers, home addresses), should be destroyed by shredding.
If it is not practical to shred records with sensitive information
on-site, they may be transferred to the Archives' Records
Center for destruction. Electronic records containing sensitive
information should be sent directly to the Office of the Chief
Information Officer (OCIO) for destruction in accordance with
established OCIO guidelines for the destruction of sensitive
media documented in IT-960-TN15 Disposal of Electronic
Media (see http://prism.si.edu/ocio/policy/policyTN.htm).
Paper or electronic records that are no longer
actively being used, but have not reached their destruction
date can be sent to the Archives' Records Center for storage.
Before discarding any records NOT identified
in a disposition
schedule, contact the Archives and Information
Management (AIM) Team liaison for your office. Your liaison
will conduct an email, telephone, or on-site appraisal
of your records to determine whether the records should be
permanently maintained in the archives,
temporarily stored in the Records
Center, or discarded immediately.
To transfer temporary
records to the Records Center, let your AIM Team liaison know
what types of records you would like to send, what date span
they cover, and how much you would like to send. Your contact
will deliver boxes, if needed, as well as pick up the records.
You are responsible for placing the records in the boxes and
labeling the outside of the boxes (short end) with the type
of record, date span, and box number. A detailed list of the
contents of the box is not required, but is highly recommended
for records that will be stored at Records Center for many
years before being destroyed. Once the records are received
by the AIM Team, you will receive an acknowledgement memorandum
noting the identification number and destruction date.
Any records transferred to the Archives' Records
Center for temporary storage will be maintained until a scheduled
date of destruction. The AIM Team will notify an office after
the destruction has taken place, unless otherwise instructed.
The office should notify the AIM Team immediately
of any possible or pending investigations or legal actions
that might bear upon the records. This includes any investigations
or legal actions to which an office is only a third party.
Upon notification, SIA will immediately suspend the destruction
of any records that may be considered useful to investigative
or court proceedings.
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