What is the proper process for destroying records?

What is the proper process for destroying records?

• A. Archive records for future use.
• B. Delete or shred data according to policy, confirm deletion, and maintain deletion logs.
• C. Copy data to external drives for backup.
• D. Delete only if the data is old.

Answer: (B)

Destroying records is governed by a policy that tells you when and how to remove data and what evidence to keep. The proper process is to delete or shred data according to policy, confirm deletion, and maintain deletion logs. This approach ensures the information is irretrievable, complies with privacy and regulatory requirements, and leaves an auditable trail showing that the destruction actually happened. Archiving records for future use would keep them, not destroy them, so it doesn’t satisfy destruction. Copying data to external drives for backup isn’t destruction and can create security risks or bypass controls. Deleting only if the data is old relies on a judgment about age rather than following retention schedules and policy, which can lead to improper retention or premature destruction.

Destroying records is governed by a policy that tells you when and how to remove data and what evidence to keep. The proper process is to delete or shred data according to policy, confirm deletion, and maintain deletion logs. This approach ensures the information is irretrievable, complies with privacy and regulatory requirements, and leaves an auditable trail showing that the destruction actually happened.

Archiving records for future use would keep them, not destroy them, so it doesn’t satisfy destruction. Copying data to external drives for backup isn’t destruction and can create security risks or bypass controls. Deleting only if the data is old relies on a judgment about age rather than following retention schedules and policy, which can lead to improper retention or premature destruction.