Frequently Asked Questions
Once approval has been received to dispose of
confidential records, what are the
options?
Master records, convenience copies, or transitory
information containing confidential information
must be destroyed in a manner that preserves
confidentiality throughout the entire destruction
process. Confidential information should never be
placed in the trash, in blue recycling bins, or the
covered recycling bins provided by Facilities
Services.
Facilities Services (previously Physical Plant
Services) must not be used for the disposal of
records containing confidential information.
The vendor used by Facilities Services for
paper recycling does not meet the
confidential record destruction standards outlined
by state law. See the information below
regarding destruction options in accordance with
University of Texas at Austin policy and state law
requirements.
Examples of confidential records.
- Documents containing personal information
including Social Security Numbers, home
addresses, and phone numbers
- Personal medical files including
prescription information
- Personal education information including
students records and copies of transcripts
- Birth and death certificates
- Audit work papers
- Credit card numbers
- Debit card information
- Geological and geophysical information
- Information regarding competition or
bidding
See also
Data Classification Standards, categories I and
II, for further considerations in regard to
electronic records and data. This list is not
all-inclusive. Each department is responsible for
exercising good judgment in determining whether a
record contains confidential information. When in
doubt, take the conservative route, treat the
record as confidential and destroy it as
such.
The following destruction options are in
accordance with university policy. Please consult
with Records Management Services prior to using any
other method to dispose of records containing
confidential information.
-
Austin Task is the preferred records
management and destruction vendor to use for
the disposal of records containing confidential
information.
- Other records management vendors such as
Iron Mountain may be used after consulting with
Records Management Services.
- Departments may use shredders to destroy
confidential records internally, following
university
disposition policy requirements. You may
wish to review
Texas State Library policy and specifications
for shredders. To avoid legal liability,
departments should ensure that they have a
well-documented procedure regarding how and
when documents are shredded. Auditors and other
external parties have more confidence that
documents are being retained and destroyed
appropriately if a standard protocol is
developed and consistently followed. Note that
the shred produced in the destruction of
documents containing confidential information
can be placed in recycle bins for normal
processing by facilities services.
-
Departmental procedures should document:
- The people authorized to shred
documents.
- Instructions for people authorized
to shred documents.
- The schedule for shredding
documents.
- Measures for keeping confidential
records secure throughout the
disposal/destruction process.
- How the documents will be removed
from the department.
- The review date of the procedures
to discuss any revisions or changes
needed.
Transitory information and
convenience copy documents containing
confidential information may be destroyed on a
recurring schedule (daily, weekly, monthly,
bi-annually, or annually) so long as the documents
are destroyed at regularly scheduled intervals and
in accordance with well-documented departmental
procedures. The disposal of transitory information
and convenience copies does not require
authorization from Records Management Services, but
departments may find it useful to keep a document
destruction log.
Back to Frequently Asked
Questions
Back to Records Management
Service Home Page
|
