Avoid the fine, shred all the time

  • Published
  • By 2nd Lt. Marie Denson
  • 50th Space Wing Public Affairs
SCHRIEVER AIR FORCE BASE, Colo. --  It's the end of the day and you're getting ready to walk out the door. You have your trash in one hand and recycling in the other, but inside the recycling is that pile of papers that didn't make it to the shredder. As opposed to walking all the way back to the office to shred those papers, a few thoughts might come to mind such as, "Does it really need to be shredded? Why not just throw it in the trash, no one will notice." But, little known fact, the minute those papers hit the trash is when the 100 percent shred policy has been violated, as well as potentially violating the Privacy Act of 1974.

"So you think, it's no big deal, we do it all the time; what's the worst that can happen?" said Tech. Sgt. Georgina Williams, Schriever's Privacy Act/Freedom of Information Act manager. "Criminal penalties can occur when any agency officer or employee willfully makes a disclosure of a record knowing it will be in violation of the Privacy Act or maintains a system of records without publishing the required notice. Penalties include a misdemeanor charge and a fine up to $5,000. Personally, I do not have that much money to hand out because I did not protect a social security number properly."

According to the Air Force Privacy Act website, the historical context of the Privacy Act began in 1974 when Congress was concerned with curbing the illegal surveillance and investigation of individuals by federal agencies that had been exposed during the Watergate scandal. Congress was also concerned with potential abuses presented by the government's increasing use of computers to store and retrieve personal data by means of a universal identifier, such as an individual's social security number.

"Treat Privacy Act information as 'For Official Use Only' information," said Williams. "Some common violations include putting Privacy Act information in the trash receptacle, recall rosters not properly protected, such as when they are left in binders on front counters or stapled on information boards and lastly, supervisors leaving personal data on public computer drives, such as performance reports."

The 100 percent unclassified shred policy states that standardization is essential to protecting daily operations. At the same time, this protection must be balanced with the need to recycle high-grade paper according to 40CFR246.200-1.

At present, the 50th Civil Engineer Squadron ensures all shredded paper is recycled. Every unit is responsible for ensuring that all paper, except magazines and newspapers, is shredded using authorized cross-cut shredders, which are verified by the 50th Space Wing Information Protection office, and that all paper material is placed into authorized paper recycling receptacles. Adherence to these standards assure protection of information, simplifies individual action requirements, minimizes risks and ensures recycling standards are maintained to the maximum extent possible.

"Here at the 50th, we've gone through great strides to meet our 100 percent shred goals," said Tech. Sgt. Jamie Encina, 50th Space Wing. "From the wing purchase of high-quality shredders, to the stand-up of a dedicated shred facility by the 50th Space Communications Squadron, to all units actively conducting monthly dumpster dives, everyone is doing their part. Tie this into our education efforts at commander's calls and at newcomers briefings, I have confidence that we as a wing are making our best effort to maintain the highest [operational security] standards."

The Freedom of Information Act and the Privacy Act is a balance between the right of the public to obtain information from military service records and the right of the veteran to protect their privacy. It is up to everyone to safeguard Privacy Act information and adhere to the 100 percent shred policy. Take the time to send paper to the shredder instead of the dumpster. That one step can avoid hefty fines and repercussions. To report a Privacy Act violation, contact your privacy act unit coordinator.