Destroying records at the end of their retention period reduces the cost of storage, improves efficiency, demonstrates​​​​​ compliance with MIT policies and retention laws and regulations, and minimizes the Institute's exposure to risks associated with over-retention - including data breaches.

Records that are classified as medium risk or high risk must be securely deleted or shredded, not thrown away or recycled. Use the recycling bin only to dispose of records intended for open distribution at the time of their creation, such as publications. 

Consider creating a spreadsheet or using a destruction documentation form to document the types of records you destroyed, their date range, and the destruction date. Keeping a detailed record of what you destroy provides evidence of consistent records management in the event of an audit or investigation.

Do not destroy records that are currently part of – or that you are aware are going to be part of – any legal action or proceeding, litigation, audit, investigation, or review. Any documents - including email - covered by a preservation request must remain accessible until further notice from the Office of the General Counsel.