BICUC

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Jessica Palm
AVP Facilities Manager
Metro Credit Union
Chelsea MA
7818087008
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Jessica,

• Ownership:
  At Ephrata National Bank, our Security Department owns Record Retention. The Security Department reports to our Chief Risk Officer, so they work very closely with Risk and Compliance.
• Storage model:
  We have the space at our headquarters to be able to store our records in house. 
• Tracking & destruction:
  Before a box gets to Record Retention, we have a form that the department head who is sending the documents to be retained has to fill out. This form lists all of the records in the box. Once the box arrives to our retention storage, the Security Department tracks what is in each box, where the box is located in retention storage, when the box was placed into retention, and if it needs to be held permanently or when it needs to be destroyed according to regulations. The boxes are numbered, and our shelves are labeled to make finding the boxes easier if they need accessed, or when it comes time to mark them for destruction. All of this information is kept on a spreadsheet in a shared file.
• Keeping the schedule current:
  Annually, the Security Department will go over what is in Record Retention and mark the boxes that can be removed for destruction. At this time, any changes in regulations will be made.

The Facilities Department does play a major role in this process. We will bring the boxes to the storage room from other departments/locations, and when we place them on the shelves, a member from the Security Department is there to log all the information. Also, after the holding period, the Security Department marks the boxes for destruction, and the Facilities Department is responsible for getting them destroyed as we handle the document destruction vendor contract.

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Nathan Imhoff
Maintenance Tech Lead
Ephrata National Bank
Ephrata PA
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Original Message:
Sent: 04-09-2026 09:23
From: Sharon Taylor, SFP
Subject: Record Retention

Jessica – In my company Operations manages records retention.  Facilities delivers the boxes from each location to the centralized storage area, when requested.  The boxes also have a destruction date on them so Operations can pull those boxes and have our shredding service collect them for security shredding.

 

Sharon Taylor VP Facilities 3801 Tupelo Drive | PO Box 789 | Columbus, IN 47201 P 812-314-0372 | 800-232-3642, ext. 0372 smtaylor@centra.org | www.centra.org

 

Hi Jessica,

I work for Salal Credit Union and Facilities owns the record retention in our organization. We work with Compliance and the department managers who need storage. 

We outsource storage and destruction to our vendor, Access Corp. They offer pickup service and deliver files to us when needed. They also take care of our shredding service.

We track our files with Access' online customer portal. We can request pickups, deliveries and check on our inventory's destruction dates, etc.

Facilities partners with our Compliance team to make sure we are up-to-date on our retention schedule and any regulatory changes.

One of the lessons learned was making sure the departments who needed files stored offsite were using the proper labels and barcodes for their file boxes. At first they were using their own numbering system and that made it confusing keeping track of our files. We have since corrected those files with the proper barcode and numbering system. Now it is easy to request files when needed.

I hope that helps.

Thanks!

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Mark Verner
Sr. Property & Facilities Manager
Salal Credit Union
Seattle WA
206-826-7629
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