Retention and Destruction/Disposal of Private and Confidential Information: Difference between revisions

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Retention and Destruction/Disposal of Private and Confidential Information (view source)

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Policy No.: '''6056'''<br />
Policy No.: '''6056'''<br />
Effective Date: '''03/17/03'''<br />
Effective Date: '''03/17/03'''<br />
Revised Date: '''12/15/15''' <br />
Revised Date: '''DRAFT ''' <br />
Reviewed Date: '''12/15/15'''
Reviewed Date: '''09/06/16'''
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<big>'''Retention and Destruction/Disposal of Private and Confidential Information Policy'''</big>
<big>'''Retention and Destruction/Disposal of Private and Confidential Information Policy'''</big>
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The retention schedule for destruction/disposal shall be suspended for records involved in any open investigation, audit, or litigation. Individuals who know or suspect that confidentiality has been breached by another person or persons have a responsibility to report the breach to the respective supervisor or administrator or to the Human Resources Department. Employees should not confront the individual under suspicion or initiate investigations on their own, as such actions could compromise any ensuing investigation. All individuals are to cooperate fully with those performing an investigation pursuant to this policy.  
The retention schedule for destruction/disposal shall be suspended for records involved in any open investigation, audit, or litigation. Individuals who know or suspect that confidentiality has been breached by another person or persons have a responsibility to report the breach to the respective supervisor or administrator or to the Human Resources Department. Employees should not confront the individual under suspicion or initiate investigations on their own, as such actions could compromise any ensuing investigation. All individuals are to cooperate fully with those performing an investigation pursuant to this policy.  
If a preservation notice is received, the record retention schedule shall be suspended until the preservation notice terminates.
===Disposal/Destruction===
===Disposal/Destruction===
Department administration shall determine what information entrusted to their department is private and/or confidential and shall communicate methods of protecting that information through the destruction/disposal process to appropriate persons associated with their department.
All paper waste must be placed in a recycling container. Environmental Services (EVS) is responsible for the security, transport and storage of confidential paper waste from internal customer locations. EVS will secure the confidential waste in locked containers. All confidential waste containers will be secured on the dock areas or at the collection points designated by department policy. UNMC/Nebraska Medicine has contracted with a business associate to properly dispose of paper waste.
 
Records scheduled for destruction/disposal should be secured against unauthorized or inappropriate access until the destruction/disposal of information is complete.


All paper waste must be placed in a recycling container. Environmental Services (EVS) is responsible for the security, transport and storage of confidential paper waste from internal customer locations. EVS will secure the confidential waste in locked containers provided by the UNMC Recycling Center. All confidential waste containers will be secured on the dock areas or at the collection points designated by department policy. As recycling containers are transported on the trucks to the Recycling Center, they will be the responsibility of the UNMC Recycling Center staff. The UNMC Recycling Center will be responsible for disposing of the recycled material in a secure manner and ensuring that all documentation necessary for demonstrating compliance with regulations is maintained. Failure to appropriately dispose of/destroy private or confidential information may result in sanctions, civil or criminal prosecution and penalties, scholastic or employment corrective action which could lead to dismissal or, as it relates to health care professionals or others outside of UNMC, suspension or revocation of all access privileges.  
Failure to appropriately dispose of/destroy private or confidential information may result in sanctions, civil or criminal prosecution and penalties, scholastic or employment corrective action which could lead to dismissal or, as it relates to health care professionals or others outside of UNMC, suspension or revocation of all access privileges.  
===Definitions===
===Definitions===
'''Information''' is data presented in readily comprehensible form.  (Whether a specific message is informative or not depends in part on the subjective perceptions of the person who receives it.)  Information may be stored or transmitted via electronic media, on paper or other tangible media, or be known by individuals or groups.  Information generated in the course of University operations is a valuable asset of the University and belongs to the University.  
'''Information''' is data presented in readily comprehensible form.  (Whether a specific message is informative or not depends in part on the subjective perceptions of the person who receives it.)  Information may be stored or transmitted via electronic media, on paper or other tangible media, or be known by individuals or groups.  Information generated in the course of University operations is a valuable asset of the University and belongs to the University.  
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