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 ‘Shredasaurus’ Takes Bite Out of School Corporation Records

December 12, 2007 - With several years' worth of public records slated for destruction, the Charles A. Beard Memorial School Corporation opted to turn the task over to professionals.

CAB Business Manager David Bundy confirmed last Thursday that Indy Shreds, an Indianapolis company specializing in on-site document destruction services, had been at the central office earlier that day. Utilizing one of its largest shredding trucks, the "Shredasaurus," as well as a service van, Indy Shreds workers spent about an hour destroying records that, due to their age, CAB was no longer required to keep.

"We've destroyed what we said we were going to get rid of," Bundy said, referring to records listed on Notice of Destruction forms he filed with the Henry County Commission on Public Records last May. CAB, Bundy said, paid Indy Shreds "a little over $600" to do the document shredding.

Although he had estimated on those forms that CAB would be destroying about 168 cubic feet of records - enough to fill a container four feet deep measuring six feet by seven feet on its sides - Bundy said it was likely more.

"When we go through (the records), when we fill out the request, we don't know exactly how many boxes of information we're going to get into," Bundy said. A state official, he said, told him it didn't matter if "it was two boxes or 200," as long as the records destroyed were what was identified on the Notice of Destruction Forms.

On the forms filed with county last May, Bundy identified the following records as the ones CAB wanted to destroy:

*Bank statements, deposit slips through December 31, 2001;

*Direct deposit reports through December 31, 2003;

*Direct deposit transfers through December 31, 2003;

*Exception reports though December 31, 2000;

*Payroll Check Registers through December 31, 2003;

*Payroll deduction reports through December 31, 2002;

*Payroll trial journals through December 31, 2003;

*Purchase orders through December 31, 2003;

*Receipts through December 31, 2003;

*Warrant/check registers through December 31, 2000;

*Cancelled checks through December 31, 1995;

*Edits through December 31, 2005;

*Fund/revenue reports through December 31, 2001;

*Payroll distribution reports through December 31, 2003;

*Tax reports-federal (941) through December 31, 2002;

*Time cards through December 31, 2002;

*Payroll trial balances through December 31, 2001;

*Appropriation Reports through December 31, 2001;

*Claims, vouchers through December 31, 2000; and

*Claim dockets through December 31, 2003.

Henry County Clerk Patricia French notified Bundy by letter in late October that the state's Commission on Public Records had okayed destruction of the identified records, with two exceptions. She said that payroll trial journals and payroll distribution reports must be kept at least five years, meaning CAB could only destroy those from 2001 or earlier.

Bundy also told The Banner there were some additional materials destroyed by Indy Shreds last Thursday that had not been listed on the forms filed with the county last May. He said these records were unused ISTEP+ testing materials.

 

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