Last week’s article explained how you can
determine if your materials are eligible for disposal. Today’s article explains
the disposal options available at LCC for paper materials and digital or
magnetic materials. These two types of materials have different disposal
processes, so they are explained separately below.
There are three options for disposing of paper materials: shred, recycle or toss.
If the materials contain private or confidential information, they need to be shredded. Materials can be shredded in-house with the appropriate type of shredder, or they can be sent to LCC’s contracted vendor for off-site secure shredding.
- In-house: Always use a cross-cut shredder to shred sensitive materials. Straight cut shredders do not meet the security requirements of LCC’s Information Security Policy. Once sufficiently shredded, the materials can be recycled.
- Vendor: LCC’s contracted vendor for shredding is Rapid Shred. Shredding by this vendor is coordinated through Moving Services. Once you have accumulated a number of boxes, have your Divisional Operations (Div Ops) personnel complete an online work request through the 5Star Service Center to have them picked up by Moving Services. There are also eight locked bins you can use at various locations on the Downtown and West campuses. When the bins are full, Moving Services is alerted and Rapid Shred is called to schedule a pickup.
If the materials DO NOT contain private or confidential information, they are considered public records and can be recycled. LCC has a contract with Granger for recycling services. There are blue recycling bins located in almost every office suite on campus. The custodial staff collects the materials from these bins and moves them to the large containers outside.
A list of items that can and cannot be recycled is included in the “LCC Information Disposal Guide” which can be found in both the Records Disposal Guidelines and Records Disposal Eligibility 5Star Knowledge Base articles.
If the materials DO NOT contain private or confidential information, but they cannot be recycled, they can be thrown away. For large amounts of materials, please have your Div Ops personnel complete a 5Star Moving Services Request to have them picked up by Moving Services in Physical Plant.
What if you’re not sure if the information in your materials is private or confidential? When in doubt … shred. It’s better to be safe than sorry!
Digital or Magnetic Materials
For digital or magnetic media, there are two aspects to take into account: the digital component (the file/data) and the physical component (the container).
Individual files and folders on hard drives and USB devices can be “shredded” using Spirion (formerly Identity Finder). The Spirion/Identity Finder software provides a better option than simply clicking delete because it uses multiple levels of deletion so files cannot be recovered.
Use the following steps to “shred” digital materials when they’re eligible for disposal:
- Open Spirion/Identity Finder – click Start, then All Programs. If it doesn’t show up in the menu, search for it using the search box at the bottom of the start menu.
- Click the Tools tab (along the top).
- Click File Shredder.
- Add the files you want to “shred” and then click Shred.
Disposing of physical media such as USB devices, CD/DVD discs or floppy disks means destroying the item so that it can no longer be read or used. There are several suggested destruction options in the “LCC Information Disposal Guide,” which can be found in both the Records Disposal Guidelines and Records Disposal Eligibility 5Star Knowledge Base articles.
Once your physical media has been made unreadable, have your Div Ops personnel complete a 5Star Moving Services Request to have the materials picked up by Moving Services.
Note: Whenever possible, delete the digital materials from the disc or device before disposing of the physical component. This will provide the necessary assurance that materials are declassified and destroyed beyond recognition and reconstruction, in compliance with LCC’s Information Security Policy.
If you have questions or for more information about Records & Information Management at LCC, contact Records Information Specialist Linnea Knapp at LCC-RIM@lcc.edu.