Section 4: Confidential Records
Anchor: #i1020688Destruction of Confidential Records
Shredding is the method of destruction to be used for all confidential records.
Follow these procedures to shred confidential records in any media:
Districts:
- Anchor: #MAALAUNU
- Use private shredding facilities or shred records on-site. Anchor: #BIXRXJUM
- If records are to be recycled after shredding, make sure that recycling contractors certify confidentiality from pickup through ultimate disposition.
Austin Office Locations:
Office locations can arrange for secure destruction with the approved vendor and/or contact Records Management for handling. Records management will arrange for secure shredding services with a TxDOT vendor.
If no shredder is available and the quantity of records is small, dispose of confidential records in the following way:
- Anchor: #MSIJVQWH
- Cut or tear records by hand into small pieces. Anchor: #QINPBQXO
- Mix pieces thoroughly and place them in several different containers with other trash. Anchor: #IFWVTARM
- Discard containers separately at varying intervals.
Destruction of Non-Confidential Records
Recycling is the preferred method of destruction for non-confidential records. Non-confidential records do not need to be shredded before recycling. Other methods of destroying non-confidential records are:
- Anchor: #UFRKOXFX
- Pulping or burning Anchor: #CLGKWUEK
- General disposal (commercial trash removal, bulk disposal, use of local landfills) Anchor: #NKKILVXK
- Erasure or re-recording over magnetic media, audio, or video media.
NOTE: Methods other than burning records and depositing them in landfills are preferable.