1.1 The contractor shall use the
following procedures when destroying Government records:
1.1.1 Contact the DHA RM Office (RMO)
for approval prior to the destruction of any record material. The Notice
of Destruction (NOD) Form can be retrieved from the RM SharePoint
site.
1.1.2 Submit a NOD Form only for
records which have met the required retention period and are not
subject to a records freeze or litigation hold.
1.2 Cross-Shred Paper Documents
1.2.1 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 and other magnetic media shall be purged of record content
or completely destroyed so that no government records or non-records
can be accessed.
1.2.2 The contractor
shall ensure that the shredding services company, if used, is bonded,
insured, and provides the contractor with a certificate of destruction
which shall be kept with the contractor after the destruction.
1.2.3 The contractor shall provide
the RMO, for electronic media, the Declaration of Transfer and Destruction of
Records. For reporting requirements, see DD Form 1423, Contract
Data Requirements List (CDRL), located in Section J of the applicable
contract.
1.2.4 The contractor shall document
that the electronic records have been permanently removed and destroyed.
This includes removal, destruction and completely wiping (using
an approved wiping erase process) from all electronic systems and
databases and any related convenience data (e.g., paper copies or
other electronic storage devices).