C-2520 IRS FTI Destruction

Revision 24-3; Effective Sept. 1, 2024

All Programs

The destruction process ensures that media with FTI cannot be reused as originally intended. Examples include but are not limited to disintegration, incineration, pulverizing, shredding and melting. Staff use Form H1861 to record and track the destruction of FTI. If non-HHSC staff destroy FTI, an HHSC employee must witness the destruction. Staff must use the following approved destruction methods for destroying FTI:

Incinerators certified to produce enough heat to burn the entire bundle. If the incinerator cannot burn the entire bundle, separate the pages to ensure all materials are incinerated.

Shredders producing crosscut particles which are a maximum of 1 mm by 5 mm or 0.04 inches by 0.2 inches. If shredding deviates from these specifications, then the FTI must be safeguarded until it reaches the stage where it is rendered unreadable through additional means, such as burning or pulping.

Disintegrator or Pulverizer equipped with a 2.4-mm or 3/32-inch security screen.

HHSC must maintain destruction records which include:

date the records were received;

control number, file name and contents, or both for each record;

name of the person receiving the records;

total number of records, if available;

movement of records from receipt to destruction; and

date and method of destruction.