Paper Shredding Solutions for Government Entities

The General Records Schedules provide retention schedules for records created by federal agencies.

The Privacy Act of 1974 governs fair information practices for data maintained by the federal government.

State-by-state data security laws protect sensitive data collected by state government agencies.

State statutes require government agencies to destroy personal information.

Federal Trade Commission’s Disposal Rule requires appropriate disposal of sensitive information derived from consumer reports.

Government agencies handle a wide variety of sensitive and confidential documents that should be shredded to ensure data security and compliance with regulations. Here are key types of documents that government agencies should shred:

1. Personnel Records:

• Employee files containing personal information (e.g., Social Security numbers, addresses, dates of birth)
• Employment applications and resumes
• Background checks and security clearance documents
• Performance evaluations and disciplinary records

2. Financial Records:

• Payroll records and pay stubs
• Budget reports and financial statements
• Purchase orders, invoices, and receipts
• Tax documents and records

3. Legal and Compliance Documents:

• Contracts, agreements, and memoranda of understanding (MOUs)
• Legal case files and litigation documents
• Compliance and audit reports
• Regulatory filings and documentation

4. Health and Medical Records:

• Employee health records
• Workers’ compensation claims
• Medical evaluations and reports
• HIPAA-protected health information

5. Confidential Correspondence:

• Internal memos and emails containing sensitive information
• Letters and communications with personally identifiable information (PII)
• Interdepartmental communications with confidential data

6. Operational and Strategic Documents:

• Strategic plans and proposals
• Project documentation and reports
• Internal policies and procedures that are no longer current

7. Security and Access Records:

• Security clearance documents
• Visitor logs and access control records
• Incident reports and security logs

8. Research and Development Documents:

• Research data and findings
• Grant applications and funding proposals
• Technical and scientific reports

9. Public Records and Administrative Documents:

• Drafts of public documents that have not been finalized or published
• Census and survey data containing personal information
• Records of public meetings that include sensitive discussions

10. Archived and Obsolete Records:

• Documents that have met their retention period and are no longer needed
• Duplicates and redundant copies of documents

Government agencies should scan a variety of documents to improve efficiency, accessibility, security, and compliance. Here are key types of documents that should be scanned:

1. Personnel Records:

• Employee files, including personal information, job applications, resumes, and background checks
• Performance evaluations, training records, and disciplinary actions
• Payroll records, benefits information, and tax documents

2. Financial Records:

• Budget reports, financial statements, and audit reports
• Invoices, receipts, and purchase orders
• Tax documents and filings

3. Legal and Compliance Documents:

• Contracts, agreements, and memoranda of understanding (MOUs)
• Legal case files, litigation documents, and court orders
• Compliance reports and regulatory filings

4. Health and Medical Records:

• Employee health records, including medical evaluations and workers’ compensation claims
• Health and safety reports
• HIPAA-protected health information

5. Confidential Correspondence:

• Internal memos, emails, and letters containing sensitive information
• Communications with personally identifiable information (PII)
• Interdepartmental communications and reports

6. Operational and Strategic Documents:

• Strategic plans, proposals, and project documentation
• Policies, procedures, and standard operating procedures (SOPs)
• Meeting minutes and agendas

7. Security and Access Records:

• Security clearance documents and background checks
• Visitor logs, access control records, and incident reports
• Security policies and protocols

8. Research and Development Documents:

• Research data, findings, and reports
• Grant applications, funding proposals, and technical reports
• Project documentation and publications

9. Public Records and Administrative Documents:

• Census data, survey results, and demographic studies
• Public meeting minutes, agendas, and transcripts
• Records of public notices and communications

10. Historical and Archival Records:

• Historical documents, photographs, and artifacts
• Archival records that need to be preserved for future reference
• Documents related to significant events and decisions