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.