Intended Audience: Faculty and Staff
Summary
How PVAMU employees should lawfully and securely destroy records only after the state-mandated retention period has expired—and never while a hold (e.g., litigation, audit, open records request) is in effect. Includes paper, electronic, and media (hard drives, CDs/DVDs, thumb drives) procedures, required approvals, and documentation.
Problem
Record destruction is the permanent removal of records from their storage system after the applicable state retention period has ended. Paper records should be cross-shredded (or securely burned where permitted). Electronic records stored in a document management system should be disposed of using the system’s built-in, non-recoverable destruction method.
Important: If you know a record is subject to a litigation hold, negotiation, audit, administrative review, or public information request, you must not destroy it until the matter is fully resolved.
Solution
Employees often need to dispose of outdated records but are unsure how to do so lawfully, securely, and with proper documentation. Improper destruction can create compliance and security risks.
Steps
Follow the approved process below to (1) confirm eligibility for destruction, (2) obtain required approvals and sign-offs, and (3) use the correct destruction method for paper, electronic, and removable media.
Before You Start
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Confirm retention: Verify the record has met or exceeded its state-mandated retention period and is not archival/permanent.
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Check for holds: Ensure there are no pending reviews, audits, litigation, claims, negotiations, or open records requests.
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Have the form ready: You’ll need the PVAMU Records Disposition Log and Destruction Form and an appropriate witness.
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Need help? Contact the University Records Officer, Ralene Berry (rfberry@pvamu.edu).
Steps
A. Destruction of Paper Records
These steps ensure compliance, approvals, and proof of destruction.
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Identify eligible records.
Confirm each record has met its retention period and is not an archival/permanent record.
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Notify the University Records Officer.
Email Ralene Berry (rfberry@pvamu.edu) to inform him of the upcoming destruction activity and timeline.
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Re-confirm no holds.
Make sure all administrative reviews are complete and there are no open records requests, litigation, claims, negotiations, or audits pending.
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Complete the required form(s).
Fill out the Records Disposition Log and Destruction Form and obtain the appropriate departmental signature(s).
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Obtain a witness signature.
Have a colleague or authorized staff member witness the destruction and sign the form.
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Destroy securely.
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Retain and route documentation.
Make copies of the completed disposition log and destruction form for your department’s files.
Send the original to the University Records Officer:
John B. Coleman Library, Center for Information Technology Excellence (Attn: Ralene Berry).
B. Destruction of Electronic Records (within a Document Management System)
These steps prevent recovery and ensure an auditable trail.
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Verify retention and holds.
Confirm the record has met retention and is not on hold.
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Use the system’s built-in disposal method.
Trigger the official deletion/destruction workflow that permanently removes the record and prevents reconstruction (e.g., secure purge).
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Document the action.
Record the record series, unique ID/path, destruction date, and method in the Disposition Log. If the system produces a destruction report, save and attach it to your form.
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Retain documentation and notify Records Officer.
Keep a copy for your department and notify rfberry@pvamu.edu once completed (include the date range and volume destroyed).
C. Destruction of Hard Drives, CDs/DVDs, and Thumb Drives
These steps address devices/media that may contain recoverable data.
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Assess the sensitivity.
If media contained confidential or regulated data, prioritize physical destruction or degaussing performed by an approved vendor or IT.
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Select an approved method.
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Overwrite (multi-pass): Use approved wiping software to overwrite the entire device.
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Degauss: For magnetic media, use a certified degausser to render data irrecoverable.
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Physically destroy: Shred drives/media or drill at least three holes through the platter of a hard drive so it cannot spin (and data cannot be recovered).
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Document the destruction.
Record device type, serial/asset number, method, date, and witness in the Disposition Log. Attach any vendor certificates of destruction, if applicable.
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Dispose responsibly.
Follow PVAMU and environmental guidelines for e-waste. When in doubt, coordinate with CITE or the Records Officer for approved disposal channels.
Additional Resources
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Records Disposition Log and Destruction Form: (Insert link or TDNext attachment placeholder)
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PVAMU Records Officer (Questions/Approvals): Dwayne Marshall — rfberry@pvamu.edu
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Harrington Science Building, Suite 311 (for original forms)
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(Optional) Departmental retention schedules or state retention schedule links
FAQs
Q: Can I destroy a record that has met retention if there’s an open records request?
A: No. Any hold (open records request, audit, litigation, etc.) suspends destruction until the matter is fully resolved.
Q: Are scans acceptable in place of paper before shredding?
A: Only if your department’s process meets official imaging standards and the electronic version is designated the record copy. When uncertain, consult the Records Officer.
Q: Do I need a witness for electronic destruction?
A: Yes—include a witness or system-generated destruction report (or both) to maintain a defensible audit trail.
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