1.0 Federal Records
Centers (FRC
s)
FRCs
are certified, established, and maintained by the National Archives
and Records Administration (NARA) at locations throughout the United
States (U.S.) for the storage, processing, and servicing of inactive
records for federal agencies. When a Government paper record becomes
inactive (records no longer necessary for the conduct of business) it
shall be transferred to a FRC designated by the Defense Health Agency
(DHA). If space is not available at the contractor location, active
paper records can be transferred to the designated FRC. For additional
guidance, reference 36 Code of Federal Regulations (CFR) Chapter
XII, Subchapter B, Part 1234 - Facility Standards for Records.
2.0 FRC Relations
The contractor shall:
2.1 Deal only with
the FRC designated by the DHA.
2.2 Contact the DHA Records Management (RM)
Officer for assistance in arranging for the retirement and storage
of records. The arrangements concern only the details of transfer
and recall of records.
2.3 Designate a specific individual
as a Point Of Contact (POC) to deal with the transfer of records. The
name and address of the individual and any change in designation
shall be forwarded as soon as possible to:
Records Management
Officer
Defense Health Agency
16401
East Centretech Parkway
Aurora, Colorado
80011-9066
2.4 Refer all problems or excessive delays
encountered with the FRC to:
Records Management
Officer
Defense Health Agency
16401
East Centretech Parkway
Aurora, Colorado
80011-9066
4.0 Destruction
Of Records Policy
The contractor
shall use the following procedures when destroying Government records:
4.1 The
contractor shall contact the DHA (RM) Officer for
approval prior to the destruction of any record material. The RM
Office will furnish the contractor with the Declaration of Transfer
and Destruction of Records form. The contractor shall provide all
applicable information on the form and submit it electronically
to the RM Officer for approval. Records must be inactive, past their
disposal date, and not subject to any Preservation Order or litigation
hold.
4.2 Paper Records and Other Media: Since
the bulk of the Government records created, maintained, and received
by the contractor contain Protected Health Information (PHI) and
Personally Identifiable Information (PII), the contractor shall
cross shred paper documents. Other acceptable disposal methods include:
burning, melting, chemical decomposition, pulping, pulverizing,
or mutilation. These methods are considered adequate if the personal
data is rendered unrecognizable or beyond reconstruction. Magnetic
tapes or other magnetic media shall be purged of record content
or completely destroyed so that no government records/non-records
can be accessed.
4.3 If a contractor uses a shred company,
the destruction shall be witnessed by a contractor employee. The
shred company shall be bonded, insured, and furnish the contractor
with a Certificate of Destruction. The Certificate(s) of Destruction
shall provide a description of the records that were destroyed (i.e.,
general correspondence and claim documents for Calendar Year (CY)
2006). The Certificate(s) of Destruction shall be provided to the
RM Officer within 10 business days after the destruction.
4.4 Electronic
Media: The contractor shall provide
the RM Officer with the Declaration of Transfer and Destruction
of Records as identified in DD Form 1423, Contract
Data Requirements (CDRL), located in Section J of
the applicable contract, declaring that the electronic
records have been permanently removed/destroyed, including removal/destruction
and completely wiping (using an approved wiping erase process) from
all electronic systems and databases and any related convenience
data (paper copies, vendors, other electronic storage devices, etc.)
in accordance with 36 CFR Chapter XII, Subchapter B, Department
of Defense Manual (DoDM) 5200.01, and DoD Instruction (DoDI) 8510.01.