Procedures for Storage and Disposal of Paper Documentation Containing Sensitive Information

MCC’s Facilities Department’s Procedures for Storage and Disposal of Paper Documentation Containing Confidential Information and/or PII Data

Storage Procedures – FOR ARCHIVING OUTSIDE DEPARTMENTAL AREA

  • MCC departmental staff member fills out work order and/or initiates an e-mail to their campus  facilities department’s administrative assistant requesting storage of documents.
    • E-mail/work order must specify that department is requesting STORAGE OF SENSITIVE MATERIAL & the number of boxes needed to store.
    • Each box of materials must contain the following identifiers on the outside:
      • Department Name
      • Month/Year of Storage Request
      • Month/Year of Destruction Request (please refer to Mass. Record Retention Regulations for required retention time)
  • Facilities personnel will require a departmental representative to certify an internal Chain of Custody form at point of pickup.
  • Upon receipt at facilities building, the receiver assigns a receipt number to box(s) and certifies internal Chain of Custody form. Box(s) are organized in storage area based on destruction date specified.

Disposal Procedures – FOR DESTRUCTION OUTSIDE DEPARTMENTAL AREA

  • MCC departmental staff member fills out work order and/or initiates an e-mail to their campus facilities department’s administrative assistant requesting destruction of documents.
    • E-mail/work order must specify that department is requesting DESTRUCTION OF SENSITIVE MATERIAL & the number of boxes needed to be destroyed
    • Each box of materials must contain the following identifiers on the outside:
      • Department Name
      • Month/Year of Destruction Request (please refer to Mass. Record Retention Regulations for required retention time).
  • Facilities personnel will require a departmental representative to certify an internal Chain of Custody form at point of pickup.
  • Upon receipt at facilities building, the receiver assigns a receipt number to box(s) and certifies internal Chain of Custody form. Box(s) are organized in storage area based on destruction date specified.
  • At periodic times throughout the year, designated facilities personnel contacts certified third party vendor to pick up designated sensitive material to be destroyed.  The vendor signs a chain of custody sheet (containing the receipt numbers of the boxes recorded) and also provides MCC with a destroyed memo stating how materials are destroyed.

 

Last Modified: 12/5/16