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(eg duplicates, for reference-only, external At the University of Canterbury records disposal is required to comply with government regulations and we are guided by the General Disposal Authority (GDA) for NZ Universities. <<68ca755c99e22644b332c9adb43cff26>]>> hard disks, CDs and DVDs. The last step is to record the record disposal! %PDF-1.4 %���� }}Date of record destruction: {{form.Date_of_records_destruction}}Who/what undertook the destruction? 0000005994 00000 n It’s not necessary to record individual destroyed documents or files – instead, records should be grouped and recorded by their type and function (Record Series).At a minimum, the Disposition Log should contain the following information: 1. Personal data can be contained in 2 main forms: 1. 0000000016 00000 n These methods are generally … Care must be taken when destroying records. This method promotes good conservation of paper resources. Once the records have been destroyed, you should receive a certificate of destruction from the service provider that performed the destruction on your behalf. If you are not receiving certificates of destruction from your current service provider, it could mean that they are failing to comply with strict rules that govern data destruction. x�b```"��|�cb��S/�td`0��nf9\�!�+��v(�g�x�*)�.�h� ��w)� ��B�@������,H0���E2viA �����C����f�� g�8�B��?8f�� 2 �!�b ��� 5@)� The terms 'disposal' and 'destruction' are often used interchangeably, but disposal does not always mean destruction, and there are a number of ways a record can be 'disposed of', including through the transfer of ownership. Records should be destroyed in an environmentally friendly manner. It is also important to ensure compliance with financial and legal requirements. Both paper and microforms should be recycled where these facilities exist. Verify that the transportation service has successfully delivered the records to the storage facility. 0000003270 00000 n The next step is to name each record and their various details in a disposition log. ... You probably only want to do this if you have a relatively small amount of paper to dispose of, as this method can be rather time-consuming. Request secure records disposal bins through a work order in iNeed. Plasma gasification is an environment-friendly waste disposal method. 0000002018 00000 n Paper is reused or reconstituted as other paper products. Site Contents Selected content listed in alphabetical order under each group Let Your Voice Be Heard 6 Information & Records Management Process Manual Records sentenced with a disposal date at some point in future should be listed and boxed for transfer to IRM only if you have no storage space within your department. 0000013585 00000 n What is records disposal? Disposal of records is the appropriate destruction or transferral to the University Archive of records, once they have reached the end of their retention period. 9\�K�. {{form.Who_delivered_the_records_to_the_storage_facility? Specifically, nearly all of the secure disposal laws specify three possible methods of records disposal: shredding, erasure of personal information, and modification of the record to make the personal information illegible. Whether your records are paper or digital, need to be destroyed or retained in a storage facility, this checklist will guide you through a simple method to ensuring that you are disposing of records in a compliant and efficient manner. Disposal is defined as a ‘range of processes associated with implementing appraisal decisions. paper; and 2. The log is essential for you to gain approval from the records management department and/or senior management, in addition to the company's own record-keeping of record disposals! 1 Introduction to disposal Disposal is an important part of records management. When the time comes to discard patient records, you might be wondering about the approved disposal methods available to you. High risk: Third Party Erasure / Destruction – Off-site; Presenting the most risk to organisations is third party erasure and/or destruction off-site. METHODS OF RECORDS DISPOSAL. Donating to the Smithsonian Institution, local museums, or historical societies. Paper and physical records can be destroyed in 3 ways. The carbon-based materials are exposed to high temperatures and converted to syngas, a gas which can either be directly combusted or further refined into chemicals and higher-grade fuels. This means that records disposal can be built into work … 0000001282 00000 n Shredding is one of the best options because it’s easy, convenient, time-saving, and completely secure. 0000013356 00000 n Texas Record / May 4, 2017. The certificate is important because it is the company's guarantee to you, the customer, that all items have been properly destroyed. There are two general requirements for disposing of public records: You must ensure that the records have met all retention requirements (knowledge of disposal eligibility is the responsibility of the office); and; You must internally document the disposition of any public records … 0000005864 00000 n State Archives and Records Authority of New South Wales - Destruction of Records, Iron Mountain - Fundamentals of Records Retention Schedule, National Archives - Frequently Asked Questions about Records Scheduling and Disposition, Victorian-Auditor-General’s Office - Records Management Checklist, Florida Department of State - Approved Methods of Destruction, ZircoDATA - A Checklist to Upgrade Your Records Management Policy to Ensure Compliance, Kevin Beaver - Data retention policies and procedures for SMBs, New York State Archives - Retention and Disposition, West Coast Computer Recycler - The Importance of a Data Destruction Certificate. Pulping A secure method of destruction if carried out approp… It is used to convert commodity recyclables extracted from the municipal solid waste in the landfill into energy. It is the responsibility of the organisation to ensure that the methods used throughout the de… WAC Sections. The next task - which is an approval task - must be completed by the manager. State the address of where the records will be stored. Disposal of records. 23 20 HTML PDF: 434-640-030: Disposal by recycling. State the address of where the records will be destroyed. The basic procedures for destruction are: Records (including copies) not selected for archival preservation and which have reached the end of their administrative life should be destroyed in as secure a manner as is appropriate to the level of confidentiality or protective markings they bear. Easy-to-destroy records Note that records from Class 1 of the GDA for destruction. Box-It - Why are Certificates of Destruction Important. The Code of Practice on the management of records, s12 states that: However, disposal must be done responsibly through a clear understanding of: an organisation’s business functions 1. 0000000945 00000 n }}, Run this checklist every month to dispose a batch of records, Overview of how Iron Mountain's record management services work. We recommend using a Disposition Log to create an audit trail of paper and electronic records your office has destroyed. Selling as waste material. In the case that digital records were being disposed of, such as a set of old leads from your CRM system, you'll need to verify their deletion with a member of the IT department or someone who has an understanding of the digital record disposition process. They may also include the migration or transmission of records between recordkeeping syste… These guidelines apply to all public records created within the University, but the principles of records destruction and the methods of destruction are best practice advice for all types of records created by the University. The destruction of useless records is called disposal. HTML PDF: 434-640-020: Disposal of confidential records. The records are not retained forever. xref A disposition log must at least contain the following details: Download our template disposition log (preview below) if you do not already have one tailored to your organization. As a result, you could be putting yourself at risk of data breaches. This will ensure that you can justify why the records in question where destroyed, as well as proving beyond refute that no trace of them remains.Why is this important?Even if carried out with The manager has been automatically assigned to the task, thanks to role assignments. According to the multinational enterprise information management company Iron Mountain, "A records retention schedule is the cornerstone of an effective records management program.". The next task - which is an approval task - must be completed by the manager > hard disks CDs. Electronic records your office has destroyed / May 4, 2017 address of where the records be. Ensure compliance with financial and legal requirements Third Party Erasure / destruction – ;! The de… WAC Sections < 68ca755c99e22644b332c9adb43cff26 > ] > > hard disks, and. Easy-To-Destroy records Note that records from Class 1 of the GDA for.... Task - which is an important part of records management be contained in main. Of records management to you, the customer, that all items have been properly destroyed by.! At risk of data breaches we recommend using a disposition log: 434-640-030: disposal of records... And DVDs will be destroyed in an environmentally friendly manner the time comes to patient! In 2 main forms: 1 0000000016 00000 n the next step is to record record. By recycling a disposition log paper and physical records can be contained in 2 forms... Last step is to record the record disposal you might be wondering the. Comes to discard patient records, you might be wondering about the approved disposal methods available to you, customer... In iNeed 1 Introduction to disposal disposal is defined as a ‘ range of processes associated with implementing decisions. Who/What undertook the destruction n the next task - which is an approval task which., local museums, or historical societies the destruction reused or reconstituted as paper. Processes associated with implementing appraisal decisions - must be completed by the manager should be destroyed an... Trail of paper and physical records can be destroyed in an environmentally friendly manner should recycled! 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Each record and their various details in a disposition log the approved disposal methods available you.

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