Below is the text for our cods:
XXX hereby certifies that all materials received for confidential destruction through the preceding schedule of services (work order #XXXXX) from XXX was confidentially handled, completely destroyed beyond recognition and recycled.
It also list other details and some specifics are spelled-out in our service contract.
I want all the information on one page. I want it on their letterhead and I want the original. Of course, it is still my responsibility to ensure that records are properly destroyed.
I work with a great vendor and we are fine tuning the exact details of the cod. For example, as pointed by ARMA, there is a technical distinction between a Certificate of Destruction and a Certificate of Disposal. That is, the vendor may very well be able to certify to the destruction, but can they certify to the disposal?
Richard
Morris James LLP
Richard B. Loringer
Records Manager
[log in to unmask]
500 Delaware Ave., Ste. 1500 | Wilmington, DE 19801-1494
Mailing Address P.O. Box 2306 | Wilmington, DE 19899-2306
T 302.888.6903 F 302.571.1750
www.morrisjames.com
_______________________________________________________________________
This communication may be subject to the attorney-client privilege or the attorney work product privilege or may be otherwise confidential. Any dissemination, copying or use of this communication by or to anyone other than the designated and intended recipient(s) is unauthorized. If you are not the intended recipient, please delete or destroy this communication immediately.
________________________________________________________________________
To ensure compliance with requirements imposed by the IRS under Circular 230, we inform you that any U.S. federal tax advice contained in this communication (including any attachments) is not intended or written to be used, and cannot be used, for the purpose of (1) avoiding penalties under the Internal Revenue Code or (2) promoting, marketing or recommending to another party any transaction or matter addressed herein.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Danalakis, Athena
Sent: Thursday, June 24, 2010 2:44 PM
To: [log in to unmask]
Subject: Certificate of Disposal
Good day all,
My name is Athena Danalakis and I work for the Archives and Records Management group of the NYC Department of Environmental Protection.
I have 2 questions concerning certificates of destruction that I was hoping someone could help me with:
1. Is it common practice for the certificate to say that the records were destroyed using a "certified process" in place of the term "secure process"?
2. Is it ever acceptable to have the signature of the witness to the destruction appear on a separate page as an addendum to the certificate instead of having it appear directly on the actual certificate?
Any other comments on standard practice for disposal certificates are welcome.
Thanks in advance.
--Athena<mailto:[log in to unmask]>
_____________________________________________________________________________________________________
Athena Danalakis | Public Records Officer, Records & Archives Management | NYC Environmental Protection
(o) (212) 490-4173 | [log in to unmask]<mailto:[log in to unmask]>
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
