Shredding for existing documents in storage

Departments need to reach out to the Facilities Department to identify and segregate storage boxes containing records designated for permanent retention, those boxes will be labeled for scanning and facilities will work with departments on the college’s standardized file naming convention.  The College is required to follow the guidelines for records retention dictated by the Secretary of the Commonwealth of Massachusetts:

https://www.sec.state.ma.us/divisions/archives/records-management/agency-records.htm

To optimize records management and ensure compliance, all storage boxes identified for future shredding will now require clear labeling indicating the precise year they are eligible for destruction.  Facilities will provide stickers for labeling so that all departments with storage have consistent systematic labels.  As storage boxes become eligible for shredding, the department will work with Facilities to request permission from the Secretary of the Commonwealth by completing the form available here:

https://www.sec.state.ma.us/divisions/archives/download/rcb2u.pdf

The College will work with a contracted shredding company on the backlog of scanning current records designated for permanent retention but will eventually cycle over to Softdocs for future scanning.

Shredding for day-to-day confidential information

• The College will no longer use shredding storage containers.
• For those departments that are currently using shredding storage containers, Purchasing will provide cross cut shredders.
• Each department will be responsible for shredding their confidential documents as needed and leave their filled shredding bags with their department recycling waste for facilities management to collect as needed.

Document storage going forward

The College’s has recently purchase Softdoc’s management software application tool that will allow department to start migrating some of their document storage needs to a work flowable electronic version.  In the near future, the IT Department will start working with department managers on system training.  For departments that still need to store paper that is not an electronic version, the department will follow the process above to make sure that storage and box labeling is coordinated with the Facilities department.

Effective October 1, 2025