[HISTORY: Adopted by the Board of Commissioners of York County as indicated in article histories. Amendments noted where applicable.]
[Adopted 12-29-1999 by Ord. No. 1999-04]
The following shall be adopted as the York County Comprehensive Records Management Plan.
Management of all county records and documents shall be consistent with the County Records Manual published by the Pennsylvania Historical and Museum Commission.
York County Archives Department shall have the responsibility to assist each county office with its records management so as to eliminate the accumulation of records and documents by microfilming and subsequent disposition.
A. 
The Fund shall be used for the management, storing, microfilming and disposition of records and documents.
B. 
The Committee shall convene at the request of any county department for the purpose of reviewing a request for funds and making a funding recommendation to the Board of Commissioners.
C. 
Each county department which is granted moneys from the Fund shall be required to provide the Committee with an accounting each month in which funds are expended.
This plan may be amended from time to time in consultation with the Committee.
[Adopted 1-14-2004 by Ord. No. 2004-01]
Currently, the following departments and agencies are participating in the County's current process of destruction of confidential records through the use of Shred-It, on-site destruction of records:
Archives. (NOTE: Archives is responsible for destruction of all of the confidential records that are sent to the facility for storage. This is performed on an as-needed basis, at least annually.)
Human Resources.
Information and Technology.
Area Agency on Aging.
Mental Health/Mental Retardation.
Drug and Alcohol.
Health Choices.
Children and Youth Services.
Human Services.
Domestic Relations.
A. 
The majority of the departments listed above have Shred-It consoles in their areas for use on a routine basis. The consoles store the documents in a blue bag in a locked unit. Departments can have as many consoles as are needed, and various size consoles are available.
B. 
As of July 2003, Maintenance has set up a schedule to collect the blue bags from the consoles in the Government Center on a weekly basis. As of August 2003, the departments in Market Way have also been put on a weekly collection schedule.
C. 
Maintenance employees have all received a three-hour HIPAA training, with specific instruction on how HIPAA applies to maintenance job functions. Therefore, they understand the importance of confidentiality and the need to protect records with health and other information on them.
D. 
On the scheduled collection day, Maintenance employees, using a master key, open the Shred-It consoles and remove the bag containing confidential material, closing the bag with a secure clasp. They place a new bag in the console and lock the unit. If the bag from a particular unit is routinely 1/2 to 3/4 full, Maintenance suggests that another console or a larger console be obtained. Maintenance maintains the chain of custody of the bags until they are locked in a secure area in the basement of the Government Center.
E. 
Shred-It comes on site every two weeks with a tractor-trailer containing the shredding machine. Because of its size, the truck needs a large area to park for the time it takes to load and shred the documents collected. Maintenance brings the bags from the locked area in the Government Center basement to the parking lot in a large cart, by the Voters Building where the truck is parked. If there is a large number of bags, they are locked in a maintenance box truck until they are off-loaded into the shredding machine.
F. 
The County of York is billed on a per-minute basis for the time Shred-It personnel are here and performing services for us. Presently, we are only paying for shredding time. We have a minimum of 20 minutes billed for every visit. While Shred-It is currently coming on-site every two weeks, they are available to come more frequently and on an as-needed basis if there is a large purge that needs to be destroyed.