"How about certificates of
destruction - in many cases the certificates provided by shred vendors
are vague; they provide a date and tonnage, but you are unable to trace
the certificate back to a specific record or boxes of records?"

Our paper records were tracked through Lotus Notes Records.  When the
records were destroyed the certificate of destruction was stapled to the
list of records destroyed.  As well, the metadata of that destruction
was recorded within Lotus Notes.  At any time you could confirm
destruction by going to either the certificate of destruction or Notes
and checking against each other.

We kept our certificates of destruction as permanent retention because
like Ginny, we often had to go back to validate destruction.


John Annunziello, CRM, CDIA+, ermm
Records and Information Audit/Compliance Officer
Corporate Services Department
Office of the Regional Clerk
The Regional Municipality of York
Newmarket, Ontario

(905) 830-4444 x1318

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