IARA County/Local Records Management - E-Record Destruction Part 1

Greetings County/Local Agencies,

When it comes to destroying electronic records, there are some steps unique to the electronic environment. In this email, the first of a two part series, we are going to focus on records hosted on a shared server space, in Cloud storage, or via a software-as-a-service provider. This email will give a very high level overview of these steps.  

If you are using shared server space to store records, or recordkeeping software that your office or IT department hosts, you will most likely want to contact your IT department for help.  

If you are using Cloud storage or a software-as-a-service provider (SaaS) then you will want to contact your service provider or vendor. SaaS is defined loosely as a series of applications that are hosted by a service provider and made available to customers and users via the internet. Common SaaS applications include SharePoint Online and DocuWare.  

Before clicking “Delete,” please:  

1. Begin by determining whether the records stored on the electronic media are eligible for destruction by reviewing relevant retention schedules.

a. If the records are eligible for destruction, fill out and submit State Form 44905: Notice of Destruction.

b. If the records do not appear on a retention schedule, fill out and submit State Form 30505: Request for Exception to County/Local Retention Schedule or Permission to Dispose of Non-schedule County/Local Public Record (PR-1). 

2. Ensure you understand the process of deletion by contacting your vendor or your IT department to determine:

a. What happens when you, the end user, delete a file? 

b. Does a deleted file go into a recycle bin or some other “soft” delete whereby the file is maintained for period of time? 

c. Are files deleted by the user still retrievable?  

d. How long are files deleted by the user still retrievable, either by restoration from a recycle bin or some other method? 

e. Does the vendor need to be involved in the deletion process at all, and if so how? 

f. If you are deleting a large number of files, can the vendor expedite this or is there an end user option you have available for bulk delete?

3. If you have previously deleted e-records from the system you are using and understand the deletion process, follow any established deletion processes approved by the vendor or your IT department.  

By better understanding what happens behind the scenes when you, or any other end user, clicks “Delete,” you’ll be a better steward of your records by ensuring deleted records are not still retrievable. It is always important to keep in mind that if an electronic record is still retrievable it may be subject to a records request.  

If you have questions about electronic record deletion as described here, please reach out to Meaghan Fukunaga, Deputy Director for Electronic Records, mfukunaga@iara.in.gov.

AMY CHRISTIANSEN JANICKI

Records Management Liaison

Indiana Archives and Records Administration

o: 812-929-3882

e: achristiansenjanicki@iara.in.gov |

w: www.in.gov/iara

a: 402 W Washington St, Room W472, Indianapolis, IN 46204