Katy,

Since you are a county government, you should first look to your county 
policies on PII. Then you should check with your State Archives for their 
county-level PII and retention policies, and their general guidance on 
this issue. Typically State Archives govern this type of thing for county 
records.

Gary Link
Pittsburgh, PA
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<<
I'm in the Records Management department but work closely with our 
Archivist who came across records of liquor serving clearance that contain 
the name, age, home address, phone number, place of employment, birth 
date, place of birth, race, height, weight, and spouse's name and place of 
employment of employees getting approval to serve alcohol at licensed 
establishments were they work. The title at the top of the form is 
"Application Liquor Clearance".   These were found among the actual liquor 
licenses for those establishments in boxes that our Archivist has.

We've never seen these before and she's wondering if they should be part 
of the liquor license files (which are kept permanently) or if they should 
be separate and, if so, whether or not they could be destroyed at some or 
should be kept permanently also.  Also, if they should be kept with the 
liquor license, since those are available to the public, we believe at the 
very least, these pages should be redacted due to the PII they contain. 
Does anyone have any thoughts on these or seen something similar?  We're 
not sure what to do with them.  The boxes that contain these were 
accessioned to our Archives years ago when the program wasn't run very 
well or with any real documentation.
>>







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