Bob, I had not even been aware that copiers had this feature until a CBS news story several weeks ago. Certainly degaussing or the use of other methods that obliterate the information is warranted prior to the surplus of copiers used to copy or scan confidential information. John -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Lyons, Robert (VDH) Sent: Friday, July 09, 2010 11:31 AM To: [log in to unmask] Subject: Re: Just making an observation John Following this line of thinking, what are your thoughts on copiers with hard drives having copies of potentially sensitive material? Bob Lyons - VDH - Charlottesville -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Breeden, John B. Sent: Friday, July 09, 2010 10:53 AM To: [log in to unmask] Subject: Re: Just making an observation Sheri, I offer the following to supplement what Anita has written. The dates for offering records to the Library of Virginia in lieu of destruction in Policy/Condition #4 might relate to their collection policy. As to the dates selected, the Bureau of Vital Statistics began recording births, marriages, and deaths all across the Commonwealth in 1912. The Constitution of Virginia was revised in 1902, resulting in significant changes to government in the Commonwealth. As to the changes in Policy/Condition #8, Virginia Administrative Code 17VAC15-120-30 was added to the Virginia Register in December 2008 and requires that paper records containing social security numbers be destroyed by shredding, pulping, or incineration when they reach the end of their retention period. The same regulation requires that records containing social security numbers on computer hard drives and removable media be overwritten, exposed to a powerful magnetic field to disrupt the information, or the media physically destroyed. However, Policy #8 as it is currently written appears to require that any confidential or privacy-protected information be overwritten on computers. I would think any state or local agency would have a hard time implementing and enforcing this requirement. I don't advocate complying with the policy of installing "wiping" software on computers that don't have records with social security numbers. This is because the presence of such software on a computer that is subsequently forensically searched as a part of legal discovery could actually result in sanctions for spoliation if opposing counsel could convince a judge that records relevant to a matter being litigated had been "wiped" John John Breeden, CRM -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Vannucci, Anita (LVA) Sent: Friday, July 09, 2010 7:49 AM To: [log in to unmask] Subject: Re: Just making an observation Sheri, Just like the schedules, the schedule cover page evolves. If you look in the top left hand corner, under the Library's logo, you'll see the form date. When a schedule is updated, the most current version of the form will be used. Anita Vannucci Records Analyst Library of Virginia (804) 692-3650 [log in to unmask] http://www.lva.virginia.gov/agencies/records/ -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Sheri Heflin Sent: Thursday, July 08, 2010 4:48 PM To: [log in to unmask] Subject: Just making an observation The Policies for Records Retention and Disposition, on the first page of each schedule, lists different dates on different schedules of the General Schedules under #4. Some have the date as 1902 and some as 1913. I hadn't noticed this before. Is there a reason why the dates are different? I'm curious. I also hadn't noticed that the wording of #7 and #8 is different on different schedules and some schedules call that first page "Policies for Records Retention and Disposition" and on others it states "Conditions for Records Retention and Disposition". I would think that the wording at least would be consistent among all schedules. Sheri L. Heflin Administrative Secretary Augusta County Service Authority P.O. Box 859, Verona, VA 24482 (540) 245-5683 Office (540) 245-5684 Fax [log in to unmask] CONFIDENTIAL COMMUNICATION: This e-mail may contain confidential or privileged information. If you are not the intended recipient, please erase this e-mail immediately and advise the sender (by return e-mail) that you have received this e-mail by mistake. Thank you. County of Augusta. To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page) To UNSUBSCRIBE, change options, or subscribe, please see the instructions at http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must have version 6.1 or higher to view the above page)