Ill. Admin. Code tit. 44, § 4500.40 - Procedures for the Physical Destruction or Other Disposition of Records Proposed for Disposal
a) Subject
to statutory provisions, agencies may dispose of records authorized for
disposal by the Commission.
b) All
records for which disclosure is prohibited by law that contain social security,
driver's license or State identification numbers, or that identify a person by
name and birth date, must be destroyed by a lawful, secure manner that does not
allow for the reconstruction or reuse of the original record information.
1) Approved methods of destruction for paper
based records for which disclosure is prohibited by law or that identify a
person include: burning; shredding, in which either a crosscut shredder cutting
to a maximum width of 3/8 inches or an industrial sized strip cut shredder is
used, if it is incorporated with a baler or the shredded paper is further
destroyed; pulping using standard wet process pulpers; or pulverizing using a
dry destruction process that may include the use of hammer mills, choppers,
huggers or disintegrating equipment.
2) Approved methods of destruction for
non-paper based records for which disclosure is prohibited by law or that
identify a person include: burning in a pyrolytic furnace or other incinerator
or incendiary device; destroying in a dry pulverizing system; shredding;
grinding, which is defined as abrading through the surface of an optical disc
(compact disc); milling; knurling; disintegration; or degaussing. Computer
software or hardware must be overwritten, erased or wiped/sanitized in a manner
that prevents retrieval.
3) The
handling and transportation of the records designated for destruction must be
done in a reasonably secure manner that is designed to prevent public access to
the records.
c) Thirty
days prior to disposal or destruction of any records, regardless of physical
format or characteristics, the agency shall submit a Local Records Disposal
Certificate to the Commission and proceed with disposal only after a copy of
that certificate has been reviewed and approved by the Chairman and returned to
the agency. The original copy of this Local Records Disposal Certificate will
be kept in the files of the Commission and the duplicate copy approved and
returned by the Chairman shall be retained by the agency.
d) In the case of records with scheduled
retention of less than one year, a single Local Records Disposal Certificate
may be used for more than one disposal event within a given year. Local Records
Disposal Certificates submitted with this intent must include a schedule of
proposed records disposal in addition to the normally required information.
Agencies may not proceed with disposal of records until receipt of approval
from the Commission, as delineated in subsection (c).
e) If an agency's records have been damaged
by water, fire, smoke, insects or vermin, mold or some other natural disaster
that poses a health or safety risk to employees, that agency may apply to the
Commission for permission to dispose of those records ahead of their scheduled
disposal date. The request must include a Local Records Disposal Certificate
accompanied by the agency's explanation of why the records need to be disposed
of early. The Commission may grant the request only after physically reviewing
the damaged records.
Notes
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