Administrative
Services
|
Administrative
Services |
| DHS Staff Tools | DHS Policies | DWSS Policies | DWSS Policy Index | procedure | |
| Procedure Title: | Archives Procedure: Destruction of Records in Storage | ||||
| Procedure Number: | DHS-050-005-03 | Version:
|
1.0 | Effective
Date: |
12/06/2006 |
| Approved By: DHS Chief Administrative Officer | Approved Date: 12/06/2006
|
|
Step |
Responsible Party |
Action |
|
1. |
DHS Archive Specialist |
Periodically monitor database and destruction logs for records that need to be destroyed. |
| 2. | Make a detailed listing of the boxes to be destroyed per customer. Title the list by customer and itemize each box by listing each box by number 1 through … until all boxes have been listed. | |
| 3. |
Write down the information from each label. * Note: descriptions (abbreviate if possible), dates, box numbers, and accession numbers and destruction dates. |
|
| 4. |
Contact Garten Services to arrange for a pickup date and time to have records picked up for destruction. * Note: “Destruction” is understood to be the shredding of paper archives and the incinerating of Microfilm or recording tape archives. |
|
| 5. | Place up to as many as 5-box high stacks on a pallet, stacking boxes securely. | |
| 6. | Shrink-wrap the entire pallet securely for shipping. | |
| 7. | Fill out a Garten Services Records Destruction Services Receipt/Certificate, writing in the information requested in the gray shaded area only. | |
| 8. | Take the hand written list(s), the E-list(s) and staple together with the Garten Services pink copy/receipt. | |
| 9. | File in a Destruction folder labeled with the current year. | |
| 10. | Enter Destruction information into the database. |
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Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
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