Attachment_K_EROS-GEN-22_Shredding_of_Federal_Record_Documents_Containing_PII_v1_3.pdf

This is an administrative procedure document from the USGS Earth Resources Observation and Science (EROS) Center establishing criteria and processes for shredding federal records containing Personally Identifiable Information (PII).

The procedure, designated EROS-GEN-22 and dated January 11, 2016, applies center-wide to all employees with records containing PII. The document defines key roles and responsibilities: File Custodians initiate shredding requests for documents past their retention periods; the Records Liaison Officer (RLO) and Records Liaison Coordinator (RLC) verify shredding candidates against USGS General Records Dispositions Schedule criteria; and Warehouse Logistics Contract Employees execute the physical shredding in a secured Lower Level Annex Shredding Area with single-door access and limited key authorization. The procedure requires maintaining an EROS PII Shred Log (Excel spreadsheet) documenting what and when items were shredded, with log entries uploaded to the USGS Records Management Program site. The shredding process follows a sequential workflow: File Custodians identify and request transfer of documents to the RLC via email; Warehouse Logistics employees transport boxes to the RLC; the RLC verifies shredding eligibility and seals approved boxes marked "SHRED ONLY"; Warehouse Logistics employees then move boxes to the Annex Shredding Area on scheduled dates and notify the RLC upon completion. All contract employees involved in shredding are bonded, complete annual information security training, and are trained on shredding equipment. The procedure supersedes the previous version (v1.2a, dated 10/1/13) and has a permanent status with an expiration date of January 10, 2018.