Hello
Thank you to all those who replied to my request for information- I am very
grateful to them for the information and help willingly given and shared.
These are the facts gleaned so far - as ever the policy will take me some
time to write - hijacked by other events - but I have a note of those who
wanted a copy! The following is a summary of advice, useful sites and
tips:-
BS 8470:2006 Secure destruction of confidential material
British Security Industry (BSI) - also see article on 'Confidential: Are
you protecting your clients' identity?' - link:-
http://www.bsia.co.uk/LY8WLW49550?action=displayitem&itemid=MAAIF314074&back
linktype=articles
The University of Edinburgh Records Management site was highly recommended
by several people (not their own staff either) see
http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RecordsDisposal/Reco
rdsDisposal.htm [It is an excellent site]
Government Protective Marking Scheme (GPMS) was also recommended - outlines
how material should be handled according to its security markings (stored,
transmitted, destroyed) for hard copy and electronic records - aimed at
government records. Defined in the Cabinet Office Manual of Protective
Security.
Policy must state and define what confidential waste actually is. Can save
time and cost by using a commercial company to destroy sensitive material,
but other less sensitive material can be destroyed using appropriate
shredding equipment in-house
Retention and destruction schedules crucial to the safe destruction of
records
Importance of keeping a register of what material has been destroyed
Many organisations use shredders, but specify the cross cutting types to
avoid material being read even after shredding
For larger quantities most employ a reputable firm which comply with BS 8470
and are BSI registered and issue certificates of destruction of materials
Certificates of destruction should show what has been destroyed not just the
weight.
Secure bins/bags for holding confidential waste must be securely located,
sealed and not overfilled until collected for destruction
Think about how often the sacks etc should be collected and emptied
Record retention schedules ensure that temporary documents/ drafts are
safely destroyed too.
Policy must be available to all staff - useful to include FAQs to deal with
common questions and problems
Thank you
Eleanor
Eleanor Rowe
Records Manager
The Moray Council
Elgin Library
Elgin
IV30 1HS
Tel 01343 562633
Email:- [log in to unmask]
Website: www.moray.gov.uk
Records Manager
The Moray Council
Elgin Library
Elgin
IV30 1HS
Tel 01343 562633
Email:- [log in to unmask]
Website: www.moray.gov.uk
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