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State of Rhode Island and Providence Plantations Rhode Island State Archives & Public Records AdministrationCERTIFICATION OF RECORDS DESTRUCTION In accordance with the Authority granted by Title 38

How to fill out certification of records destruction

How to fill out certification of records destruction

1. Gather all the records that need to be destroyed.
2. Verify the legality of destroying these records based on local and national regulations.
3. Prepare a certification of records destruction form, which should include details such as the type of records being destroyed, the date of destruction, and any relevant reference numbers.
4. Ensure that the form is signed and dated by a designated authority within the organization, typically someone with the authority to oversee records management or compliance.
5. Keep a copy of the certification of records destruction for your records.
6. Destroy the records in a secure manner, following the relevant guidelines for document destruction. This may involve shredding, burning, or utilizing a certified records destruction service.
7. Keep a log or record of the destruction process, including details such as the date, method used, and the person responsible for overseeing the destruction.
8. Once the records have been destroyed, file the certification of records destruction with other records management documentation as proof that the destruction was carried out properly.

Who needs certification of records destruction?

1. Organizations and businesses that handle sensitive or confidential information typically need a certification of records destruction. This includes banks, healthcare providers, government agencies, legal firms, human resources departments, and anyone else who is required to securely manage and dispose of records containing personal, financial, or confidential data.

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What is certification of records destruction?

Certification of records destruction is a formal document that verifies the proper and complete destruction of records in accordance with the organization's policies and regulations.

Who is required to file certification of records destruction?

All organizations and businesses that handle sensitive or confidential information are required to file certification of records destruction.

How to fill out certification of records destruction?

Certification of records destruction should be filled out by providing details of the records that were destroyed, including the type of records, date of destruction, and method used for destruction.

What is the purpose of certification of records destruction?

The purpose of certification of records destruction is to ensure that sensitive information is properly disposed of and cannot be accessed by unauthorized individuals.

What information must be reported on certification of records destruction?

Information such as the type of records destroyed, date of destruction, method of destruction, and the name of the individual responsible for overseeing the destruction must be reported on certification of records destruction.