We’ve done a lot of work so far looking at recordkeeping principles, preparing an inventory of our files, and building a retention schedule. Now comes the fun part — eliminating all of the records no longer needed. Here are the steps you can follow to prepare for disposition.
- On your retention schedule, take a yellow highlighter and highlight everything that can be shredded (paper) or deleted (electronic).
- Designate an area in your home to put paper files to be deleted. For electronic documents, create a folder on your hard drive or use an external hard drive to store documents to be deleted. Do not use your computer trash/recycle bin just yet. It’s easier to compile everything to be deleted in one place and then decide how best to get rid of it.
- This step is tedious but necessary. We need to go through each folder, page by page and we need to look “inside” each electronic document. For those of you who are comparing records management to the S.P.A.C.E. model of organizing, this step is akin to looking through your pockets before donating clothing.
- For paper files, you know that you’re eliminating all paper electric bills from 2007-2009 so you do not have to read each page, merely confirm that the piece of paper is an electric bill from 2007-2009. However, you never know if an important document such as a birth certificate is accidentally stuck between some of the papers. Using a rubber fingertip cover, will speed along the process of going through pages. Place the pages to be shredded in designated disposal area.
- For electronic records, you do not necessarily need to open each file. You can look through most of them using the preview pane on your PC or Quick Look on your Mac. Once you’ve confirmed that the file should be deleted, move it to the designated “to be deleted” folder.
Destroying Paper Records
Examine the amount of paper you need to dispose of. Home-use shredders are a great option if you are able to do a bit at a time or you don’t have much to shred. However, most home shredders take only 5-10 pages at a time and only run continuously for about five minutes before they overheat so if you have boxes and boxes of paper to be destroyed, consider using a document destruction company such as Iron Mountain or Shred-It. These companies have drop-off points in many cities and you may be able to schedule a pick-up at your location. Whatever document destruction company you choose, ensure they meet NAID (National Association for Information Destruction) standards.
Destroying Electronic Records
If the electronic records you wish to dispose of are on your main hard drive, simply deleting them is fine. Eventually, that portion of your hard drive will be over-written with other data. If you chose to place those electronic records in a partition or on a separate hard drive, you need to securely delete the files so they cannot be retrieved again. To do this, here are some tips for Windows users and here are some tips for Mac users. If you’re not comfortable managing this yourself, some document destruction companies offer a secure hard drive destruction service.
One last step
Take the highlighted retention schedule you prepared in Step 1. For each record series highlighted, write the either “DELETED” or “SHREDDED” and the date beside the name. This serves as a reminder of what documents you destroyed and when you destroyed them. If you’re using a paper retention schedule, keep this document with the other records you wish to keep. If you’re using an electronic version, add a column to your spreadsheet with the destruction date. Save it in a non-editable format (e.g., pdf) with the other records you wish to keep.
Congratulations! You’ve successfully purged all of the records you no longer need! Next week, we’ll take a look at organizing the records that you need to keep.
Also in this series: