Section 4: Confidential Records

Destruction of Confidential Records

Shredding is the method of destruction to be used for
all
 confidential records.
Follow these procedures to shred confidential records in any media:
Districts:
  • Use private shredding facilities or shred records on-site.
  • If records are to be recycled after shredding, make sure that recycling contractors certify confidentiality from pickup through ultimate disposition.
Austin Office Locations:
Office locations can arrange for secure destruction with the approved vendor and/or contact Records Management for handling. Records management will arrange for secure shredding services with a TxDOT vendor.
If no shredder is available and the quantity of records is small, dispose of confidential records in the following way:
  • Cut or tear records by hand into small pieces.
  • Mix pieces thoroughly and place them in several different containers with other trash.
  • Discard containers separately at varying intervals.

Destruction of Non-Confidential Records

Recycling is the preferred method of destruction for non-confidential records. Non-confidential records do not need to be shredded before recycling. Other methods of destroying non-confidential records are:
  • Pulping or burning
  • General disposal (commercial trash removal, bulk disposal, use of local landfills)
  • Erasure or re-recording over magnetic media, audio, or video media.
Methods other than burning records and depositing them in landfills are preferable.