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RECORDS DESTRUCTION SERVICES
For Documents or Media Containing Confidential Information Sheet
WHAT IS CONFIDENTIAL INFORMATION?
Confidential information includes personally identifiable information
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How to fill out record destruction form
How to fill out a record destruction form:
01
Obtain a copy of the record destruction form from your organization's records management department. This form may be available in hard copy or electronic format.
02
Start by filling out the basic information at the top of the form, such as the date, your name, and your department or affiliation.
03
Next, identify the records that need to be destroyed. Provide specific details about the records, such as their title, date range, and any unique identifiers (e.g., file numbers, case numbers).
04
Indicate the reason for the record destruction. Common reasons may include the expiration of retention periods, legal requirements, or routine purging of outdated information.
05
If applicable, note any special handling instructions for the records. This could include instructions for shredding, erasing electronic data, or disposing of sensitive information in a secure manner.
06
Obtain the necessary approvals or signatures from designated personnel. Depending on your organization's policies, this may require the authorization of a supervisor, manager, or records officer.
07
Submit the completed form to the records management department or designated individual responsible for overseeing record destruction processes.
Who needs a record destruction form:
01
Organizations or businesses that have a records management program in place generally require the use of a record destruction form.
02
Individuals or departments within an organization responsible for managing, organizing, or disposing of records may also need to complete a record destruction form.
03
Compliance officers, auditors, or legal personnel involved in ensuring proper records management practices may request record destruction forms as part of their duties.
Note: It is important to consult your organization's records management policies and procedures for specific guidelines on the use and completion of record destruction forms.
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