BEST PRACTICES

1. Retention: Know what to keep and how long to keep it.
2. Access/Privacy: Maintain a log of:
   • Who is entitled to see types of records
   • Who has records
   • Who has looked at records
   • Who has removed/returned records
3. Facilities: Ensure only appropriate access occurs.
   • Multiple locked access points
   • Locked cabinets/filing cabinets
4. Indexing: Each box has a label.
   • Indicates content
   • Number/bar code
   • Destruction/disposition date
5. Transporting: Records/boxes are individually secure during transport.
   • Chain of custody
6. Disposal: Destruction is complete, on-time following all legal requirements.
   • Certificate of destruction
7. Accountability: One person is in charge of records policy and practices.
   • Training
   • Enforcement
   • Audit