Destroying Records

Destroying Records Indiana Archives and Records Administration

Properly disposing of records is essential to maintaining effective records systems, but records should NOT be destroyed without full and formal authorization beforehand. Understanding the steps involved with, and consequences of, disposition and destruction will help ensure disposal actions are performed appropriately and in keeping with Indiana requirements.

Records Destruction for County and Local Governments

Complete instructions for this process may be found in the Guide to Preservation and Destruction of Local Public Records.

Records Destruction for State Government

When a retention schedule indicates that the records it governs are due to be destroyed, a state agency has two options for records stored within the agency:

  • staff can destroy the records in-house, notifying the Records Center of this action with a Records Destruction Notification

  • staff can contact the Records Center, which destroys records as a service to all state agencies, for assistance

(If the records are already located at the Records Center, their staff will initiate and manage this process for you.)

The preferred method of destruction for most records is recycling. According to IC 5–15–5.1–13, however, confidential records must be destroyed in such a manner that they cannot be “read, interpreted, or reconstructed.” The Records Center can destroy both ordinary and confidential records in the approved manner.

Whether agencies decide to destroy records in-house or at the Records Center, extreme caution should be exercised as destroyed records cannot be recovered. Please make sure that the criteria specified in the retention schedule are met before initiating the process. It's also important to double-check that the records are approved for destruction, rather than transfer to the Indiana State Archives, which has its own separate process.

While this page gives a general overview, for more complete details on all stages of the records destruction process, you should consult the Records Center Handbook for Agency Staff.

 


Calculating When Records are Eligible for Destruction

To calculate the date records are eligible for destruction, start with the month/year date of the latest records, then add the period specified in the retention schedule, plus one month. For example, General Correspondence (GRADM–4 on the General Retention Schedule), can be destroyed after three (3) years. If the latest correspondence is from March, 2014, then the records may be destroyed in April, 2017.


Records Destruction Notification form (SF 16)

To initiate the destruction of records, complete a Records Destruction Notification form (SF 16).  Retention schedules grant agencies the authority to destroy records after the specified period; it is not necessary to obtain permission from the Archives and Records Administration each time scheduled records are due for destruction. It is necessary to notify the Administration that the records were destroyed, in order to be able to satisfy any later request for an audit trail.

Complete all required entries on the Records Destruction Notification form, especially those that note the dates of the records and the date they are eligible for destruction. It is extremely important to use the record-series title and record-series number exactly as they appear on the retention schedule, since it may be necessary to establish at a later date that the records were destroyed legally. The Destruction Notification must be signed and dated by the agency’s records coordinator.

After completing the form, retain a photocopy for your records, then send the form itself to the Records Center for review and processing. If you have already destroyed the records, the Records Center will file the notification; if the records are to be destroyed by the Records Center staff, you will receive another copy of the notification once this has been accomplished.


Destruction of Records by the Records Center (non-confidential)

To ask the Records Center to destroy paper records that do not require confidential shredding, complete the Records Destruction Notification form as instructed above.

For the destruction date, use the date at which the records became eligible for destruction, even if that date has already passed. If the records are duplicates (and thus non-record material that can be destroyed at any time), write "Copies" or "Duplicates" next to the Record Series Title, and use either today's date or "Immediate" for the destruction date.

Check the box labeled "Request for Courtesy Destruction" and send the completed form to the Records Center. The Records Center staff will arrange to pick up the records from the agency.

To prepare records for destruction by the Records Center, place these records in properly labeled, one-cubic-foot boxes. Unless instructed otherwise, it is not necessary to segregate colored paper, file folders, or other material from files before loading records into boxes.

To avoid confusion, all records picked up for destruction by the Records Center staff must have fully-completed box labels  - the information should come from the Records Retention Schedule, just as if you were preparing them for storage.


Confidential Shredding Program

The Archives and Records Administration (IARA) provides confidential paper shredding services to State agencies within Marion County. IARA will provide the agency with secured shredding bins as well as pickup and delivery of bins, when necessary. IARA charges $0.125 per pound of paper weight shredded; the agency is ID billed on a monthly basis. There are no additional service charges associated with this program.

Agency offices located outside of Marion County may use a third-party vendor, subject to IARA approval. All destruction must be completed subject to IC 5-14-3-7, which governs the destruction of public records.

For more information about the Records Center Shredding Program or to enter into an MOU to begin the confidential destruction of agency records, please contact:

Marilyn Fernandez
MaFernandez at iara.in.gov
317/232-3663


Electronic Media Destruction

State agencies wishing to destroy electronic media may do so through IARA's Electronic Media Destruction Program. Under this program, IARA will pick up and ensure destruction of all electronic media, including floppy disks, compact discs, and tape-based media, at a cost of $0.60 per pound. To begin the process, please complete and submit SF 16 - Records Disposition Notification, to IARA as outlined on the form. All charges will be ID billed by the State Records Center.

Please note that the destruction of hard drives is managed by the Indiana Office of Technology (IOT). When destroying hard drives, please follow IOT's PC Removal Policy (12-02).

For more information about IARA's Electronic Media Destruction Program, please contact:

Marilyn Fernandez
MaFernandez at iara.in.gov
317-232-3663