Keeping an appropriate record trail for applicants

[Ron Rohrssen]

So, I'm reviewing/updating my processes in relation to background checks, applicants, maintained records in a secure manner, etc. I've come across conflicting information between the FTC and what I'd learned in the past related to maintaining records in past applicants. I've maintained scanned applications, background checks, reference notes, leases, fines, move in/out reports along with photos, non-renewal letters, etc for all applicants and tenants. 

I shred all of the paperwork after scanning and storing on an encrypted office network. I also use encrypted backup drives that I rotate to an off-site location.

Part of the reasoning was to keep the record trail in the event of any discrimination lawsuit, or other liability.

The FTC has this information about using the application and background information which conflicts with what I've been doing. 

DISPOSING OF CONSUMER REPORTS

When you're done using a consumer report, you must securely dispose of the report and any information you gathered from it. That can include burning, pulverizing, or shredding paper documents and disposing of electronic information so that it can't be read or reconstructed.

What are other landlords or property managers doing in this regard?