Destruction of records

Confidential Shredding or Deletion (E-records)

All recordsthat contain personal or confidential information must be disposed of via confidential shredding or permanent deletion for electronic records. Records can only be destroyed/deleted according to approved Retention Rules. Always check the Master Records Retention Schedule (MaRRS) to ensure that

1. An approved retention rule exists for the records, and,
2. the retention of the records has expired.

General Retention

General Retention Rules apply to records that:

• are common to most University units
• tend to have very short retention periods of one year or less

Examples include:

• Draft Documents and Working Materials,
• Temporary Information,
• External Publications, and
• Circulars.

Each retention rule has a DISPOSITION column that provides instructions on whether you should delete, recycle, confidentially shred/delete, or transfer the records to the University Archives for permanent storage:

Delete

If the retention rule states that you can delete the records, you can do so without documenting this destruction.

Recycling

If the retention rule states that you can recycle the records, you can do so without documenting this destruction.

Confidential Shredding

If the records contain personal or confidential information, you can either:

1. Place the records in an office shredder – NO FORMS are required OR
2. Place the records in a shredding console – NO FORMS are required OR
3. Arrange for a pick-up of the records – Complete: Confidential Shredding Services Order Form The University Archives will contact you to confirm the shredding pickup date. We will indicate what information needs to go on the Records Destruction Form opens a new window

Then:

• Pack the records in boxes (Xerox/other disposable boxes). Boxes must be a bankers box/Xerox paper box or smaller. No oversize boxes will be accepted. All boxes must have attached lids.
• Label the boxes with “Shred Pickup. Box 1 of x, Box 2 x etc”. Place lids on the boxes but do not tape the boxes or seal them shut.
• Have the shredding agent sign the form when he comes to pick up the boxes. Keep a copy for your records.
• The shredding agent will bring the original form to the University Archives.
• Place the boxes in a secure location away from public access and recycling containers.

For assistance in completing the forms, contact the University Archives at Email.

Specific Retention Rules

Specific Retention Rulesapply to records that:

• document an office’s central, mandated activities
• tend to have longer retention periods

Each retention rule has a DISPOSITION column that provides instructions on whether you should delete, recycle, confidentially shred/delete, or transfer the records to the University Archives for permanent storage:

Delete

Delete the records if the retention rule states that you can do so.

• Complete Records Destruction Form opens a new window.
• Keep a copy for yourself and send the original to the University Archives — TFDL520.

Recycling

If the retention rule states that you can recycle the records, then recycle the records. Recycling:

• Complete a Records Destruction Form opens a new window.
• Keep a copy for yourself and send the original to the University Archives – TFDL 520.

Confidential Shredding:

If the records contain personal or confidential information, you must: Arrange for a pick-up of the records. Complete Confidential Shredding Services Order Form

• The University Archives will contact you to confirm the shredding pick-up date. We will indicate what information needs to go on the Records Destruction Form opens a new window.

Then:

• Pack the records in boxes (Xerox/other disposable boxes). Boxes must be a bankers box/Xerox paper box or smaller. No oversize boxes will be accepted.All boxes must have attached lids.
• Label the boxes with “Shred Pickup. Box 1of x, Box 2 of x etc”. Place lids on the boxes but do not tape the boxes or seal them shut.
• Place the Records Destruction Form(s) on top of the boxes. (Do not tape the Form(s) to the boxes.)
• Have the shredding agent sign the form when he comes to pick up the boxes. Keep a copy for your records. The agent will ensure the Destruction Form is signed by the shredding agent when the records are destroyed.
• Place the boxes in a secure location away from public access and recycling containers.

For assistance in completing the forms, contact the University Archives at Email.