IARA: Destroy Records

Follow these three easy steps to destroy records that are eligible for destruction. For more information on these steps, and additional options, please read through the tabs below or browse Responsible Records Destruction for State Agencies and County/Local Offices. For information on the destruction of records that are stored at the Records Center, please see

Begin by verifying that the records are eligible for destruction on a Records Retention Schedule. For assistance with State retention schedules please email rmd@iara.in.gov (State) or cty@iara.in.gov (County/Local).
Destroy the records using one of the recommended methods below (see Destruction Methods tab).
Complete and retain any required paperwork (see the relevant Paperwork tab below)

Recommended Methods of Destruction
State Paperwork
County/Local Paperwork
Unscheduled Records
Severely Damaged Records

It is crucial to follow the law when destroying sensitive and confidential data. Familiarize yourself with IC 5–15–5.1– 13, which requires that confidential records must be destroyed in such a manner that they cannot be “read, interpreted, or reconstructed.”

Do not destroy records subject to audit, pending or active litigation, investigations, or a public records request even if their scheduled disposition date has been reached.

Responsible destruction ensures that the record and any associated metadata can no longer be reconstructed or recovered. You can destroy records:

in your office yourself
by requesting destruction from Shredding & Storage Unlimited
by using the services of another vendor that specializes in records destruction, if applicable or
State agencies may request destruction from the State Records Center. Note: The Records Center no longer offers shredding services or pick-up for shredding services. Please contact Shredding & Storage Unlimited or another vendor if you are looking for that service.

Methods include:

Shredding
Incineration
Recycling
Pulping

State Form 16: Used by the Records Center to document the destruction of State agency records in storage at the Records Center. It should be retained in accordance with GRREC-2.

State Form 57700: Optional form used to document the destruction of your agency's records by your office or an external vendor. It should be retained in accordance with GRREC-2.

When destroying large numbers of electronic records or data it is recommended to retain a system log of the destruction under GRREC-2 when possible for documentation purposes.

State Form 44905: Used to document the destruction of County/Local records that are listed on a records retention schedule. This form is also referred to as the Notice of Destruction or the N-O-D. Post-destruction, a completed copy of the form should be submitted to your County Commission of Public Records. You do not need IARA's permission of the form prior to destruction.

Unscheduled records are defined as those records that are not covered by any existing records retention schedule.

State agencies that believe they have unscheduled records should reach out to rmd@iara.in.gov for assistance. If the records are found to be unscheduled, the State Records Management Liaison will provide paperwork and next steps.

County/Local offices that believe they have unscheduled records should reach out to cty@iara.in.gov. If the records are found to be unscheduled, the County/Local office will fill out a State Form 30505 also known as the PR-1A.

Click here to read more about managing and caring for severely damaged records.

If your office experiences a disaster and has records that are severely damaged - meaning they are unable to be conserved and/or are a health hazard - you can seek destruction, even if the records are not eligible for destruction.

State agencies should reach out to rmd@iara.in.gov to learn more. County/Local offices should reach out to cty@iara.in.gov and may be asked to complete a State Form 30505.