I have never found the balance on this area. We have a confidential waste disposal service across all our offices and an endorsed retention policy. I receive all the Certificates of Destruction from the supplier on each destruction cycle for offices at present.
I got as far as getting agreement the classes of information that should be 'recorded' on disposal because there are different weightings to records (e.g. photocopies to actual certification records). I had mulled over the idea of an intranet form for completion by departmental staff to work in conjunction with this (self certification) with the results sent to me.
In the meantime I work on the basis that the retention schedule and certificates of destruction from the supplier will have to suffice in the meantime. Its worked for the past 4 years.
Mark
>>> Karen Waite <[log in to unmask]> 12/07/07 11:39:22 >>>
G'day Phil, I face the same quandary and would find a Listserv discussion around this very helpful. We have confidential bins in every dept and staff react the same way - so I aim for pragmatism about such herculean tasks and yes, staff are trained on their RM responsibilities. But even with training, applying controls in this situation is very difficult.
One rational I have started with is if it's identified on the retention schedule then it's destruction must be recorded - however this is filled with Swiss cheese holes as there are records we generate that I know have not yet been identified and so are not on the retention schedule. This daily disposal of paperwork for the individual in easy, straight forward, and helps to keep storing of paperwork to a slightly more manageable size, especially with all the localised duplication that goes on.
I have been able to make some headway in the process behind Dept's annual weed to remove those records due for destruction/transfer, but I suspect the 'see-a-bin-and-drop-it-in' approach will be sticky for some time.
I'd love to hear of ways others may have found around this - or if they abandoned it as a lost cause.
Kind regards
Karen
Karen Waite
Corporate Records Manager
Cornwall IT Services (CITS)
Megashed
Royal Cornwall Hospitals Trust
Truro. Cornwall. TR1 3LJ
Ph: 01872 254500
Fax: 01872 254508
email: [log in to unmask]
>>> Phil Astley <[log in to unmask]> 12/07/2007 10:39:21 >>>
Morning, Folks
Here at Aberdeen University we have recently started using the services of
a shredding company whereby 'bins' which are located throughout the
institution and into which both confidential and non-confidential paper
waste goes, are uplifted on a weekly basis for onsite shredding and
subsequent recycling.
With this system in place the decision to destroy records is effectively
devolved to the individual. I am trying to square this with the need,
under Freedom of Information legislation, to document the disposal of
records without appearing to my colleagues to be unduly bureaucratic or
officious - "You don't seriously expect me to make a note of everything I
destroy, do you!?" being a typical rejoinder!
Suggestions from others in a similar position would be very welcome.
Kind regards
Phil Astley
Records Manager
University of Aberdeen
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