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Destruction of records

Submitted by justin.anders on Tue, 11/04/2014 - 10:51am

All University offices must protect personal information by ensuring that reasonable security arrangements are in place against such risks as unauthorized access, collection, use, disclosure and destruction.  Authorities for this are:

Confidential Shredding or Deletion (E-records)

All records that 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.   

Destruction Instructions

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 an EnviroShred 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

Then:

  • Pack the records in Xerox/other disposable boxes (DO NOT use archival boxes).  All boxes must have attached lids.
  • Seal the boxes with tape and label the boxes with "Shred Pickup, Box 1 of x, Box 2 of x, etc".
  • Have the EnviroShred agent sign the form when he comes to pick up the boxes. Keep a copy for your records.
  • The EnviroShred 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 uarc@ucalgary.ca.

Specific Retention Rules apply 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.
  • 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.
  • 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.

Then:

    • Pack the records in boxes (Xerox/other disposable boxes.   (DO NOT use archival boxes).  All boxes must have attached lids.

    • Seal the boxes with tape and label the boxes with "Shred Pickup. Box 1of x, Box 2 of x etc".

    • Place the Records Destruction Form(s) on top of the boxes. (Do not tape the Form(s) to the boxes.)
    • Have the EnviroShred 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 Enviroshred 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 uarc@ucalgary.ca.