Hi Earl

Although our process usually only comes into play after someone tries to send offsite documents that have passed their retention, we do have a process.

Basically, we have the employee complete a form detailing the documents and listing the reason why they want to destroy the records (list the Records Category and Retention period from our Schedule etc).

This form is sent to me to confirm that the records have exceeded their retention and approve their destruction.     Once I sign the form it goes back to the department with instructions on how to securely dispose of the records.    The form also has a space for the department manager to sign to confirm that the records have been destroyed.  Once the destruction has taken place and the form has been signed by all concerned, it is returned to me for my records.
 
Barb

Barbara Wyton
Records Management Specialist
Real Estate and Facilities
GlaxoSmithKline | Core Business Services
1-905-819-7050    Office
1-905-819-3099    Fax

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