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TRICARE Operations Manual 6010.62-M, April 2021
Records Management (RM)
Chapter 9
Section 5
Destruction of Records
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).
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