I concur with Ginny.

Attaching a document with a staple does not mean that the attached items
were the ones destroyed. In the event that you have a traceable box number
(or the like) that they can report to have been destroyed by them on a
certain date, that is key. If they provide that they destroyed x cubic feet
of your records, that could be phone books, paper cups, or anything. A
lawyer would have a field day with that one.

Chris Aiken
File Room Supervisor
Elliott Davis
Greenville SC
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Jones, Virginia
Sent: Monday, March 30, 2009 15:22
To: [log in to unmask]
Subject: Re: Shredding Process re Certificates of Destruction

All destruction - shred or recycle - requires users to follow a specific
procedural process that includes submitting a form listing the record
types and inclusive dates of records to be destroyed.  This form must be
approved by us before the records can be destroyed.  We include the
signed forms, the certificate of destruction and any other required
documentation (dependent on the record type destroyed) with the
destruction log that lists them.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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