Destroying Files
Care must be taken when destroying records.
The basic procedures for destruction are:
| Non-sensitive files/records Information in public domain |
Rubbish bin |
|---|---|
| Non senstive files/records Files/records not available to the public |
Torn into small pieces, bagged for collection by approved disposal firm |
| Sensitive records restricted | Strip shredded, bagged for collection by approved disposal firm |
| Sensitive records confidential | Strip shredded, bagged for collection by approved disposal firm |
| Secret and Top Secret | Cross-cut shredded bagged for collection by approved disposal firm |
| Optical/Magnetic Media | The HSC and DHSSPS ICT/IT Security Policy should be consulted and followed in relation to the disposal of such media |
Records (including copies) not selected for archival preservation and which have reached the end of their administrative life should be destroyed in as secure a manner as is appropriate to the level of confidentiality or protective markings they bear. This can be undertaken on site or via an approved contractor.
It is the responsibility of the Organisation to ensure that the methods used throughout the destruction process provide adequate safeguards against the accidental loss or disclosure of the contents of the records. Contractors, if used, should be required to sign confidentiality undertakings and to produce written certification as proof of destruction. Destruction should follow the British Standard BS EN 15713:2009 Secure destruction of confidential material Code of practice.
A record of the destruction of records, showing their reference, description and date of destruction should be maintained and preserved by the Records Manager, so that the organisation is aware of those records that have been destroyed and are therefore no longer available. Disposal schedules would constitute the basis of such a record.
If a record due for destruction is known to be the subject of a request for information, or potential legal action, destruction should be delayed until disclosure has taken place, or if the authority has decided not to disclose the information, until the complaint and appeal provisions of the Freedom of Information Act have been exhausted or the legal process completed.
Each organisation should have a retention/disposal policy that is based on GMGR.
