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Information Security

Records Management Standard

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CSU Records Access Manual CSU Subpoena Handbook CSU Executive Order 1031, Systemwide Records/Information Retention Schedules Government Code Section 6250-6270 Fair and Accurate Credit Transactions Act of 2003 (FACTA); FCRA, 15 U.S.C. 1681 et seq. California Civil Code §1798.81 ICSUAM 8045.0 Information Technology Security September 2008 November 2012

Disposition of records shall be conducted in a timely manner following the retention period and based on their information classification level.

Failure to adhere to disposition schedules can lead to the unnecessary expenditure of resources to store, maintain, search for, and produce records. Records not disposed of at the end of their retention period remain subject to records requests under statute or legal proceedings.

Retention periods are counted form the date of creation of the record, unless other instructions (e.g., “3 years from termination”) are noted in the Records Retention Schedule. Disposition would normally occur following the end of the month of year that marks the end of the retention period; thus, disposition of a record for which the retention period ends on July 10 would take place as soon after July 31 as practicable.

There may be conditions under which records destruction must be deferred even if they have reached or exceeded the end of their retention period. These conditions include:

To protect the confidentiality of information and the related privacy rights of CSULB students, faculty, staff, donors, patrons, vendors, and others, Level 1 and Level 2 information contained in all software and/or computer files, storage media devices and hard copy must be sanitized prior to disposal. The sanitization process ensures that recovery of information is not possible. Several methods can be used to sanitize media; however, the two major types of sanitization are clearing and destroying .

clearing destroying

Clearing information is a level of media sanitization that protects the confidentiality of information against a robust keyboard attack. Simple deletion of items does not suffice for clearing. Clearing must not allow information to be retrieved by data, disk, or file recovery utilities and must be resistant to keystroke recovery attempts executed from standard input devices and from data scavenging tools. Overwriting is an acceptable method for clearing media. The security goal of overwriting is to replace written data with random data.

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