Attachment C-1 Overview_chp2css.pdf

OP# 7601

01/30/07

Chapter 2

Purging Procedures

Overview

Introduction Casefiles are assigned periods of retention (generally either 7 years, 10 years or 99 years of inactivity), which are based on the documents and instructions contained in the casefile.

Once a casefile has met its retention period, it can be purged and then destroyed. Purging includes removing specified documents for microfilming and preparing the remaining casefile contents for destruction. Some casefiles in offsite storage have already been purged while others have not. The offsite vendor must coordinate with BPD personnel to determine whether specific files have already been purged.

There are different types of files, some of which are interfiled together in storage. See specific sections for more information on each type of file.

Note: No casefiles can be destroyed until current record preservation orders have been modified.

Purging Schedule

Files are purged according to their established retention schedules. Files that have been in inactive storage long enough to meet the applicable retention schedule are retrieved from storage, purged and then destroyed. The offsite storage vendor will coordinate with BPD personnel to confirm which files are eligible to be purged.

Contents This chapter contains the following sections:

Section See Page Types of Casefiles 2-2 Standard Purging Procedures 2-9 Prepping Documents for Microfilming 2-21 Destroying Casefiles 2-22

• Appendix A 2A-1

• Appendix B 2B-1

• Appendix C 2C-1

• Appendix D 2D-1

2-1