What should be done with records that are no longer necessary for operational purposes?

When dealing with records that are no longer necessary for operational purposes, the appropriate action is to review and then destroy them. This process is essential for maintaining data security and privacy, as retaining unnecessary records can lead to potential breaches or misuse of information.

Destruction after a thorough review ensures that only the records that have met the retention timelines and are deemed obsolete are eliminated, thus safeguarding sensitive information and complying with relevant regulations regarding data retention and disposal.

Archiving could be a consideration for records that might still hold potential future value or legal importance, but in this context, destruction is suitable after making sure they are not needed anymore. Conversely, retaining records indefinitely or storing them in a safe does not address the need to manage and minimize outdated information, which can clutter data systems and introduce risks.