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.
