Arkansas Administrative Code
Agency 016 - DEPARTMENT OF HUMAN SERVICES
Division 14 - Department of Finance (Administrative Services)
Rule 016.14.09-002 - Administrative Procedures Manual: Chapter 708 -Paper Recycling
Universal Citation: AR Admin Rules 016.14.09-002
Current through Register Vol. 49, No. 9, September, 2024
DHS ADMINISTRATIVE PROCEDURES MANUAL
Chapter 708 Title: Paper Recycling
I.
PURPOSE:
A.
The purpose of this policy is to provide the Department oAHtrman Services (DHS)
with uniform departmental procedures for paper recycling in compliance with
Ark. Code Ann. §
8-9-203 as well as to conserve
natural resources, conserve energy, and preserve landfill space.
B. In accordance with the above statute, each
state agency, in cooperation with the Arkansas Department of Environmental
Quality and the State Marketing Board for Recyclables, must:
1. Establish a source separation and
recycling program for recyclables generated as a result of agency
operations;
2. Adopt procedures for
collection and storage of recyclables; and
3. Make contractual or other arrangements for
transportation and sale of recyclables.
II. SCOPE:
A. These procedures are applicable to all DHS
divisions, offices, and facilities, and also to contractors executing a
Memorandum of Understanding for recycling.
B. The DHS, Office of Finance and
Administration (OFA), Contract Support Section (CSS), General Services Unit
(GSU) has the authority for oversight of the agency's recycling
program.
C. These procedures shall
be implemented in coordination with all related DHS procedures/policies,
including but not limited to:
1. DHS
Administrative Procedures Manual, Chapter 706, "Record Storage"
2. DHS Policy 1059, "Confidential
Materials"
3. DHS Policy 1083,
"Document and Record Disposition"
4. All DHS policies related to the Health
Insurance Portability and Accountability Act
5. All DHS policies related to the security
of DHS Information.
III.
PROCEDURES: Paper Recycling
A. Critical requirements for compliance with
this policy are:
1. To treat ALL discarded
paper material as sensitive information;
2. To ensure a secure method for containing,
collecting, transporting, storing, and transferring sensitive materials so that
information is not at risk of release;
3. To ensure that the destruction methods of
sensitive documents prevent unauthorized access, reconstruction, and disclosure
and that they meet disposal requirements under federal and state regulations.
Sensitive Information: Information or knowledge that might result in loss of an advantage or level of security if revealed (disclosed) to others who might have low or unknown trustability and/or indeterminable or hostile intentions. Loss, misuse, modification or unauthorized access to sensitive information can adversely affect the privacy of an individual, trade secrets of a business or even the security, internal and foreign affairs of a nation depending on the level of sensitivity and nature of the information.________________________________________________
B. The recycier and
participating DHS staff shall safeguard sensitive materials by adhering to the
following principles:
1. The material shall
be stored in an approved recycling receptacle or location
2. The receptacles shall be secured with key
locks and shall be located within secure areas
3. The receptacles shall be clearly labeled
as paper recycling containers or labeled "This is NOT Trash-DO NOT
Dispose"
4. The complete process of
removal, transportation, and processing shall be done under the direct charge
of the recycler's employees who are authorized to perform the duties
assigned
5. The recycier shall
shred sensitive materials on-site or securely transport the materials to an
approved shredding facility
6. The
recycier shall pick up the sensitive materials on a regular and set
schedule
7. The recycier shall
transport the sensitive materials in a locked receptacle and shall transport
the materials directly to the designated shredding facility
8. The recycler shall have custody of the
discarded sensitive materials from point of collection through point of
destruction
9. All sensitive
materials shall be safeguarded until it reaches the stage where it is rendered
"unreadable"
10. Sensitive
information shall be destroyed by cross-cut shredders unless prior written
approval for an alternative method of shredding is received from DHS
11. Following shredding, the recycler shall
ensure the material is baled prior to pulping (recycling)
12. Pulping (recycling) of materials shall be
accomplished only after material has been shredded
C. Materials are considered "recycled" when
they become a new product.
D.
Recycler or DHS staff shall complete a Privacy and Security Incident Report for
any compromise of sensitive information by going to the following link:
https://dhs.arkansas.gov/reportinp
or by contacting the DHS Privacy Officer or Security Officer.
IV.
PROCEDURES: GSU Responsibilities
A. GSU has the authority for identifying
recyclers who meet the requirements for satisfactory transporting, custody,
sorting, shredding, baling, and disposal.
B. GSU shall provide a list of currently
approved recyclers upon request.
C.
GSU shall maintain records of recycler compliance.
Disclaimer: These regulations may not be the most recent version. Arkansas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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