Chapter 1 – General Administration

14060.6.9 Records Destruction

• The instructions for confidential, non-confidential, and inactive/discharged records are listed below:

  • Confidential Records

    • State employees shall witness destruction of paper records that contain exempt, confidential, or sensitive information. For those CDCRCalifornia Department of Corrections and Rehabilitation units using the SRCState Records Center for this type of service, all staff at the SRCState Records Center are State employees and, therefore, the destruction is performed and witnessed by State employees. If a contractor or service provider that is not a State employee is performing the destruction, a State employee shall witness the destruction.

    • The records should be destroyed by on-site destruction equipment using the State Document Destruction Center (SDDC) or local destruction contract. Destruction contracts can be implemented locally since there are no statewide destruction contracts, but a State employee witness is required.

    • Instructions for obtaining SDDC services are available from the RCReception Centers.

  • Nonconfidential Records

    • All non-confidential records shall be incorporated into a recycle program. Paper recycle containers are available by contacting the local recycling coordinator.

  • Inactive/Discharged Records

    • Local archives and SRCState Records Center staff shall contact the coordinating staff when inactive or discharged records are due for destruction. The operational unit responsible for the records shall approve, in writing, the destruction or justification for an extension of the retention period.