En relación con la destrucción de documentos, la norma DoD 5015.2 incluye ciertas menciones e impone ciertos requisitos:
DL1.40. Destruction. In records management, the primary type of disposal action. Methods of destroying records include selling or salvaging the record medium and burning, pulping, shredding, macerating, or discarding it with other waste materials (part 1228.58 of Reference (g)).
DL1.117. Retention Period. The length of time that a record must be kept before it can be destroyed. Records not authorized for destruction are designated for permanent retention. Retention periods for temporary records may be expressed in two ways (Reference (f)).
DL1.117.1. A fixed period from the time records in the series or system is created. Normally, a fixed period that follows their regular cutoff dates. For example, the phrase “destroy after 2 years” provides continuing authority to destroy records in a given series 2 years after their creation (normally 2 years after their regular cutoff date).
DL1.117.2. A fixed period after a predictable event. Normally, a fixed period following the systematic cutoff applied after completion of an event. The wording in this case depends on the kind of action involved. Note the following examples:
- DL18.104.22.168. “After completion” (as of a study, project, audit).
- DL22.214.171.124. “After sale or transfer” (as of personal or real property).
- DL126.96.36.199. “After publication” (as of monthly reports).
- DL188.8.131.52. “After superseded” (as of an administrative directive).
- DL184.108.40.206. “After revision or cancellation” (as of a form).
- DL220.127.116.11. “After acceptance or rejection” (as of an application).
DL1.118. Retention Schedule. A plan for the management of records listing types of records and how long they should be kept; the purpose is to provide continuing authority to dispose of, transfer, or archive records.
C18.104.22.168. Destroying Records. RMAs shall:
- C22.214.171.124.1. Identify and present to the records manager the record folders and records, including record metadata, that have met the retention period. Records assigned more than 1 disposition must be retained and linked to the record folder (category) with the longest retention period. Links to record folders (categories) with shorter retention periods should be removed as they become due (parts 1228.58 and 1234.32 of Reference (g) and Reference (y)).
- C126.96.36.199.2. Present a second confirmation requiring authorized individuals to confirm the delete command before the destruction operation is executed for records approved for destruction (References (y) and (ae)).
- C188.8.131.52.3. Delete electronic records approved for destruction in a manner that prevents their physical reconstruction using commonly available file restoration utilities (part 1234.34 of Reference (g)).
- C184.108.40.206.4. Provide an option allowing the organization to select whether to retain or delete the metadata of destroyed records.
- C220.127.116.11.5. Restrict the records destruction commands to authorized individuals (part 1222.50 of Reference (g) and Reference (ae)).
- C18.104.22.168.6. Provide documentation of destruction activities. This documentation shall be stored as records.
Por tanto, la provisión del servicio de destrucción de documentos, cuando la gestión documental debe concluir con dicha destrucción, distingue entre la preservación o no de los metadatos de los documentos destruidos, pero exige que los documentos no puean ser reconstruidos tras la destrucción. Y, en todo caso, debe quedar documentada la realización de la citada destrucción de documentos.