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Agency Schedule Detail

Authorization Number :  770-2596
Agency Series No. :  01-FAC
Status :  Active
Agency Web Link : 
Agency :  DOT
Confidential Description :   N/A
Division :  DOT1900
Vital Description :  Old/unused or damaged badges will no longer function when removed from the system. If information is needed on a particular badge the information is readily available through the S2 security system. The badge itself can also be re-created if needed. All access history, photo, and user data will still be available through the software’s search function.
Section :  DOT19002310
Record Title :  Security Badging
Revision :  1
Record Description :  Physical badge that is provided to employees, contractors, and interns that allows access to designated facility and vehicle entrances. Information available on the security/ID badge may/will include name, a small photo, and assignment such as district or division. ODOT employees also utilize their badge to utilizing the time keeping service known as Kronos and also can obtain fuel for state vehicles through Fuelmaster.
Retention Period Retention Justification Media Code Method of Disposal
Retain until employee is no longer employed. Physical badges that are no longer utilized shall be returned to the responsible ODOT section and stored securely in a locked cabinet and destroyed by shredding (or other approved/secured means). A certificate of destruction should remain on file to confirm the destruction. Badges are no longer needed when a employee is no longer employed. Old/unused or damaged badges will no longer function when removed from the system. Electronic Shred

Approvals

Status Name Title Date
Approved James Mullins Records Officer 12/10/2018 1:13:00 PM
Approved Terri Dittmar Record Administrator 12/12/2018 1:27:00 PM
Approved Martin Meeks State Auditor 12/13/2018 10:38:00 AM
Approved Fred Previts State Archivist 12/14/2018 12:47:00 PM

Notes

Date Reason User

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