INSTRUCTIONS ON RECORDS DESTRUCTION
When records have fulfilled their retention period, and as long as there are no legal,
administrative, auditing, or access holds on the material, non-permanent records may be
destroyed. Duplicate records should not be kept any longer than the originals. The preferred
method of destruction is shredding.
The destruction of all records must be documented so that your academic department is able to
ascertain whether a record has been destroyed and in the event of a dispute, lawsuit,
investigation, subpoena, summons, or other legal or formal process. Recordkeeping systems and
any other documentation should note which retention schedule or protocol authorizes the
destruction of the records. The specific schedule number should be documented along with the
date of destruction.
Prior to destruction, records must be recorded and the archives notified to ensure that vital
university records and records of enduring value are not discarded or destroyed. Complete the
Records Destruction Certificate and forward to the Archives.
You should also consider keeping a destruction register that will link individual records to be
destroyed to consignments sent for destruction. This register, together with a copy of the Records
Destruction Certificate, will serve as proof that records have actually been destroyed.
A copy of the Records Destruction Certificate should be filed together with any other destruction
documentation, for example, records of internal approval. A record of the method of destruction
should be included in the Certificate of Destruction.
An office may wish to reduce its storage requirement or have quick access to needed documents.
If you plan to digitize your original paper records, please notify the archives before you begin.
Destruction of the originals can then be initiated and a completed Records Destruction
Certificate forwarded to the Archives.