Doug asked: Do you retain any reports/evidence of what you
destroyed and when or do you just remove it from your system?

Hi Doug;
Only in cases of pre-authorized destruction. I require a "request to
destroy" form signed/dated by supervisor, manager and director.  I
sign/date my approval and indicate when the Active and Semi-Active periods
were completed. I return form to the orginator (keeping a copy for me to
follow-up if needed). When records are destroyed the witness signs/dates
stating "I certify the above records were destroyed on.....". If using a
shredding company I also send originating office a copy of that
certificate, retaining a copy in my files.
In both cases (our certificate and the shredders') retention is Full
meaning permanent.

Our retention By-law also allows destruction without authorization or
certification. Staff may destroy or recycle without my approval e.g.
convenience copies, reference material etc.. All I ask is that they keep
track of what they detroy. This may change in future when we add retentions
to our document management system.

Patti Kraatz
Coordinator, Information Mgmt & Archives
Council & Administrative Services
2nd Floor, 150 Frederick St.
Ph: 575-4725    Fax: 575-4481
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