{"id":14627,"date":"2018-08-12T12:13:17","date_gmt":"2018-08-12T12:13:17","guid":{"rendered":"https:\/\/www.process.st\/templates\/records-disposal-checklist\/"},"modified":"2024-02-28T21:30:56","modified_gmt":"2024-02-28T21:30:56","slug":"records-disposal-checklist","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/records-disposal-checklist\/","title":{"rendered":"Records Disposal Checklist"},"content":{"rendered":"<section id=\"introduction\">\n<h2>Introduction:<\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/pv5xL3ZxqBN8OxUxM3NHFA.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/pv5xL3ZxqBN8OxUxM3NHFA.png\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Keeping track of your business\u2019s<strong>&nbsp;paperwork and digital data<\/strong>&nbsp;can be an&nbsp;<strong>overwhelming responsibility.<\/strong><\/p>\n<p>A well built-out&nbsp;<a href=\"https:\/\/www.deallawwire.com\/2018\/02\/08\/why-have-a-document-retention-policy\/\" rel=\"nofollow\"><span>record retention policy<\/span><\/a>&nbsp;is absolutely essential for office managers to organize all company records and know<strong>&nbsp;when to dispose of them<\/strong>. It is also important to ensure&nbsp;<strong>compliance with financial and legal requirements.<\/strong><\/p>\n<p>According to&nbsp;<a href=\"https:\/\/www.techrepublic.com\/article\/the-importance-of-data-retention-policies\/\" rel=\"nofollow\"><span>Erik Eckel from TechRepublic<\/span><\/a>,&nbsp;\"A data retention policy is the first step in helping protect an organization's data and avoid financial, civil and criminal penalties that increasingly accompany poor data management practices.\"<\/p>\n<p><strong>Record disposal is a particularly crucial component<\/strong>&nbsp;of&nbsp;<a href=\"https:\/\/papersoft-dms.com\/records-management-what-is-why-is-important-where-to-start\/\" rel=\"nofollow\"><span>record management<\/span><\/a>&nbsp;as it could cause a costly legal situation if not executed properly.<\/p>\n<p>Whether your records are paper or digital, need to be destroyed or retained in a storage facility,&nbsp;<strong>this checklist will guide you through a simple method<\/strong>&nbsp;to ensuring that you are disposing of records in a compliant and efficient manner.<\/p>\n<p>Let's get started.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"preparation\">\n<h2>Preparation:<\/h2>\n<\/section>\n<section id=\"review-your-organizations-records-retention-schedule\">\n<h2>Review your organization's records retention schedule<\/h2>\n<div class=\"text-content\">\n<p>First, you must <strong>verify that the disposal is aligned with company policy<\/strong> by reviewing the record retention schedule.&nbsp;<\/p>\n<p>According to the multinational enterprise information management company <a href=\"http:\/\/www.ironmountain.com\/\" rel=\"nofollow noopener\" target=\"_blank\">Iron Mountain<\/a>,&nbsp;<\/p>\n<p class=\"style-blockquote\">\"A records retention schedule is the cornerstone of an effective records management program.\"<\/p>\n<p class=\"style-info\">Read about the <a href=\"http:\/\/www.ironmountain.com\/resources\/whitepapers\/f\/fundamentals-of-records-retention-schedule\" rel=\"nofollow noopener\" target=\"_blank\">fundamentals of a record retention schedule.<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"record-basic-disposition-details\">\n<h2>Record basic disposition details<\/h2>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Record batch (title) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Department <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Description of the records <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Are the records paper or digital? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Are the records being destroyed or retained in a storage facility? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Will you be disposing the records in-house or through an outsourced service provider? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Do the records contain any personal\/confidential information? <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<h4>Manager who needs to approve the disposition<\/h4>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Manager's first name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Manager's last name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-method-of-paper-disposal\">\n<h2>Confirm method of paper disposal<\/h2>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Method of disposal (paper records) <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-warning\"><span>Records should be destroyed in an <strong>environmentally friendly manner<\/strong>. Both paper and microforms should be <strong>recycled<\/strong> where these facilities exist.&nbsp;<\/span><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-method-of-digital-disposal\">\n<h2>Confirm method of digital disposal<\/h2>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Method of disposal (digital records) <\/label><br \/>\n   <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"schedule-disposal-date\">\n<h2>Schedule disposal date<\/h2>\n<div class=\"text-content\">\n<p>The next step is to schedule a <strong>disposal date.&nbsp;<\/strong><\/p>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Scheduled disposal date <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"fill-out-a-record-disposition-log\">\n<h2>Fill out a record disposition log<\/h2>\n<div class=\"text-content\">\n<p>The next step is to name each record and their<strong>&nbsp;various details<\/strong> in a disposition log.<\/p>\n<p>Most of this information has <strong>already been gathered<\/strong> in the previous tasks; it's just a matter of <strong>consolidating<\/strong> them into a clear and well-organized spreadsheet.<\/p>\n<p>The log is essential for you to&nbsp;gain approval from the records management department and\/or senior management, in addition to the company's own record-keeping of record disposals!&nbsp;<\/p>\n<p>A disposition log must<strong> at least contain the following details<\/strong>:<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Description of records\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Retention period\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Dates of records\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Disposition method\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Records serial\/ID number\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       6\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Disposition date\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-content\">\n<p><strong>Download our template disposition log (preview below)<\/strong>&nbsp;if you do not already have one tailored to your organization.&nbsp;<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/n3PENZhDJ1K-i0BRwJJFCQ.png\" alt=\"Fill out a record disposition log\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/n3PENZhDJ1K-i0BRwJJFCQ.png\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<\/section>\n<section id=\"send-a-manager-an-email-regarding-the-disposal-request\">\n<h2>Send a manager an email regarding the disposal request<\/h2>\n<div class=\"text-content\">\n<p><strong>Using the template below, email a manager asking them to approve your record disposal request.&nbsp;<\/strong><\/p>\n<p>The next task - which is an <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">approval task<\/a> - must be completed by the manager. The manager has been automatically assigned to the task, thanks to <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">role assignments<\/a>.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-record-disposal-request\">\n<h2>Approval: Record disposal request<\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n<\/p><\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Record basic disposition details<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Confirm method of paper disposal<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Confirm method of digital disposal<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Schedule disposal date<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"ensure-compliance-with-state-law\">\n<h2>Ensure compliance with state law<\/h2>\n<div class=\"text-content\">\n<p>When you are disposing of records that contain <strong>personal and\/or confidential information<\/strong>, it is critical that you ensure compliance with state laws.<\/p>\n<p class=\"style-info\">Review state data disposal laws <a href=\"http:\/\/www.ncsl.org\/research\/telecommunications-and-information-technology\/data-disposal-laws.aspx\" rel=\"nofollow noopener\" target=\"_blank\">here.<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"disposition\">\n<h2>Disposition:<\/h2>\n<\/section>\n<section id=\"schedule-transportation-service\">\n<h2>Schedule transportation service<\/h2>\n<div class=\"text-content\">\n<p>If you use an information management services company like <a href=\"https:\/\/www.accesscorp.com\/offsite-storage\/records-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Access<\/a> or <a href=\"http:\/\/www.ironmountain.com\/secure-storage\/records-and-media\/offsite-records-storage\" rel=\"nofollow noopener\" target=\"_blank\">Iron Mountain<\/a>, contact them and <strong>schedule a pick-up date<\/strong> that is in line with the disposal date you selected earlier in the checklist.<\/p>\n<p>In the case that you handle transportation <strong>internally<\/strong>, contact the relevant department, inform them of the upcoming disposal and <strong>confirm pick-up and delivery to the storage or destuction facility.&nbsp;<\/strong><\/p>\n<p class=\"style-danger\">Sensitive and confidential records should only be conveyed in a closed and lockable vehicle.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Transportation details (service used, expected arrival etc.) <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"video-content\">\n<div class=\"iframe-container\">\n   <iframe src=\"https:\/\/www.youtube.com\/embed\/au8AF89Ls9I?modestbranding=1&amp;showinfo=0\" frameborder=\"0\" allowfullscreen=\"true\"> <\/iframe>\n  <\/div>\n<div class=\"description\">\n    Overview of how Iron Mountain's record management services work. This is a good example of the benefits of using a secure information management service\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-storage-location\">\n<h2>Confirm storage location<\/h2>\n<div class=\"text-content\">\n<p>State the <strong>address of where the records will be stored.<\/strong><\/p>\n<p>If you have a number of different archive locations, recording the location here will help you identify the storage facility of each batch in the future in the case that they need to be retrieved.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Address line 1 (street address) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Address line 2 (apartment, suite, unit) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Address - City <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Address - State <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Address - ZIP Code <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-destruction-site\">\n<h2>Confirm destruction site<\/h2>\n<div class=\"text-content\">\n<p>State the <strong>address of where the records will be destroyed.<\/strong><\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Destruction site - Address line 1 (street address) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Destruction site - Address line 2 (street address) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Destruction site - Address - City <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Destruction site - Address - State <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Destruction site - Address - ZIP Code <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"oversee-the-records-destruction\">\n<h2>Oversee the records destruction<\/h2>\n<div class=\"text-content\">\n<p>Whether you are destroying the records <strong>onsite or offsite<\/strong>, it is important that you oversee the process to make sure the records are destroyed properly.&nbsp;<\/p>\n<p class=\"style-warning\">The destruction of highly <strong>sensitive, personal or confidential<\/strong> material should be <strong>supervised by a representative of the organization<\/strong> or by another authorized agent if destruction has been contracted out.<\/p>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Date of records destruction <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Who\/what undertook the destruction? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-the-records-have-reached-the-storage-facility\">\n<h2>Confirm the records have reached the storage facility<\/h2>\n<div class=\"text-content\">\n<p>Verify that the <strong>transportation service has successfully delivered the records<\/strong> to the storage facility.&nbsp;<\/p>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Date records arrived at the storage facility <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Who delivered the records to the storage facility? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"receive-a-certificate-of-destruction\">\n<h2>Receive a certificate of destruction<\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/u601XgT1KkwFFyTVy0JKxQ.jpg\" alt=\"A sample certificate of destruction\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/u601XgT1KkwFFyTVy0JKxQ.jpg\"> <\/a><figcaption>\n     A sample certificate of destruction<br \/>\n   <\/figcaption><\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Once the records have been destroyed, you should receive a <strong>certificate of destruction from the service provider that performed the destruction on your behalf.&nbsp;<\/strong><\/p>\n<p>The certificate is important because it is the <strong>company's guarantee to you, the customer, that all items have been properly destroyed.<\/strong> Some certificates will also explain the process that was used so you know exactly how your data was handled.&nbsp;<\/p>\n<p class=\"style-danger\"><strong>If you are not receiving certificates of destruction<\/strong> from your current service provider, it could mean that they are failing to comply with strict rules that govern data destruction. As a result, you could be putting yourself at risk of data breaches.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Certificate of destruction <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"internally-verify-completion-of-the-disposal\">\n<h2>Internally verify completion of the disposal<\/h2>\n<div class=\"text-content\">\n<p>Check with the appropriate department that the record disposal has been completed.<\/p>\n<p>In the case that <strong>digital records<\/strong> were being disposed of, such as a set of old leads from your CRM system, you'll need to verify their deletion with a member of the IT department or someone who has an understanding of the digital record disposition process.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"document-the-move\">\n<h2>Document the move<\/h2>\n<div class=\"text-content\">\n<p>The last step is to <strong>record the record disposal!<\/strong><\/p>\n<p>Document the following in your record management system:<\/p>\n<p class=\"style-info\"><strong>Record batch: <\/strong>{{form.Record_batch_(title)}}<strong><br \/>Description: <\/strong>{{form.Description_of_the_records}}<strong><br \/>Type: <\/strong>{{form.Are_the_records_paper_or_digital?}}<strong><\/p>\n<p>Date records arrived at the storage facility<\/strong>:&nbsp;{{form.Date_records_arrived_at_the_storage_facility}}<br \/><strong><br \/>Who delivered the records to the storage facility?&nbsp;<\/strong>{{form.Who_delivered_the_records_to_the_storage_facility?}}<\/p>\n<p><strong>Storage facility address:<\/strong><br \/>{{form.Address_line_1_(street_address)}}<br \/>{{form.Address_line_2_(apartment,_suite,_unit)}}<br \/>{{form.Address_-_City}}<br \/>{{form.Address_-_State}}<br \/>{{form.Address_-_ZIP_Code}}<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"document-the-disposal\">\n<h2>Document the disposal<\/h2>\n<div class=\"text-content\">\n<p>The last step is to <strong>record the record disposal!<\/strong><\/p>\n<p>Document the following in your record management system:<strong><\/strong><\/p>\n<p class=\"style-info\"><strong>Record batch: <\/strong>{{form.Record_batch_(title)}}<strong><br \/>Description: <\/strong>{{form.Description_of_the_records}}<strong><br \/>Type: <\/strong>{{form.Are_the_records_paper_or_digital?}}<strong><\/p>\n<p>Date of record destruction:<\/strong> {{form.Date_of_records_destruction}}<br \/><strong><br \/>Who\/what undertook the destruction?:&nbsp;<\/strong>{{form.Who\/what_undertook_the_destruction?}}<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"sources\">\n<h2>Sources:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.techrepublic.com\/article\/the-importance-of-data-retention-policies\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Erik Eckel - The Importance of Data Retention Policies<\/span><\/a><\/li>\n<li><span><a href=\"https:\/\/www.records.nsw.gov.au\/recordkeeping\/advice\/retention-and-disposal\/destruction-of-records\" rel=\"nofollow\">State Archives and Records Authority of New South Wales - Destruction of Records<\/a><\/span><\/li>\n<li><span><a href=\"http:\/\/www.ironmountain.com\/resources\/whitepapers\/f\/fundamentals-of-records-retention-schedule\" rel=\"nofollow\">Iron Mountain - Fundamentals of Records Retention Schedule<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.archives.gov\/records-mgmt\/faqs\/scheduling.html\" rel=\"nofollow\">National Archives - Frequently Asked Questions about Records Scheduling and Disposition<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.archives.gov\/about\/laws\/disposal-of-records.html#lists\" rel=\"nofollow\">National Archives - Disposal of Records<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.audit.vic.gov.au\/records-management-checklist\" rel=\"nofollow\">Victorian-Auditor-General\u2019s Office - Records Management Checklist<\/a><\/span><\/li>\n<li><span><a href=\"http:\/\/dos.myflorida.com\/library-archives\/records-management\/dispose-of-public-records\/approved-methods-of-destruction\/\" rel=\"nofollow\">Florida Department of State - Approved Methods of Destruction<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.zircodata.com.au\/a-checklist-to-upgrade-your-records-management-policy-to-ensure-compliance\/\" rel=\"nofollow\">ZircoDATA - A Checklist to Upgrade Your Records Management Policy to Ensure Compliance<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/searchstorage.techtarget.com\/tip\/Data-retention-policies-and-procedures-for-SMBs\" rel=\"nofollow\">Kevin Beaver - Data retention policies and procedures for SMBs<\/a><\/span><\/li>\n<li><span><a href=\"http:\/\/www.archives.nysed.gov\/records\/mr_retention.shtml\" rel=\"nofollow\">New York State Archives - Retention and Disposition<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/searchdatabackup.techtarget.com\/definition\/data-retention-policy\" rel=\"nofollow\">Margaret Rouse - Data Retention Policy<\/a><\/span><\/li>\n<li><span><a href=\"http:\/\/www.wcrecycler.com\/importance-data-destruction-certificate\/\" rel=\"nofollow\">West Coast Computer Recycler - The Importance of a Data Destruction Certificate<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.boxit-northwest.co.uk\/blog\/ask-document-shredder-series-certificates-destruction-important\/\" rel=\"nofollow\">Box-It - Why are Certificates of Destruction Important?<\/a><\/span><\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"related-checklists\">\n<h2>Related checklists:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-safety-inspection-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Office Safety Inspection Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-risk-assessment-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Office Risk Assessment Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/office-conflict-resolution-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Office Conflict Resolution Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employee-discipline-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Employee Discipline Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employment-termination-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Employment Termination Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/performance-review-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Performance Review Checklist<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/budget-preparation-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>Budget Preparation Checklist<\/span><\/a><\/li>\n<\/ul><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: Keeping track of your business\u2019s&nbsp;paperwork and digital data&nbsp;can be an&nbsp;overwhelming responsibility. A well built-out&nbsp;record retention policy&nbsp;is absolutely essential for office managers to organize all company records and know&nbsp;when to dispose of them. It is also important to ensure&nbsp;compliance with financial and legal requirements. According to&nbsp;Erik Eckel from TechRepublic,&nbsp;\"A data retention policy is the first [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":14628,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"23","template_description":"Run this checklist every month to dispose a batch of records","template_id":"lFeq69JyHZ6zuHvTAK1FKw","task_0":"Introduction:","task_slug_0":"introduction","task_1":"Preparation:","task_slug_1":"preparation","task_2":"Review your organization's records retention schedule","task_slug_2":"review-your-organizations-records-retention-schedule","task_3":"Record basic disposition details","task_slug_3":"record-basic-disposition-details","task_4":"Confirm method of paper disposal","task_slug_4":"confirm-method-of-paper-disposal","task_5":"Confirm method of digital 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