Shredding of Records
New procedures are in place for shredding of confidential and/or private records
With staff returning to campus, departments can re-implement regular shredding bin pickups. Departments must still register their shredding of confidential or private records with Corporate Records and Archives before setting up regular shredding collection.
Please review the processes below carefully. If you have any questions, contact the Corporate Archives staff at firstname.lastname@example.org.
Official records of Carleton University may only be disposed of in accordance with the Carleton University Corporate Records and Archives Policy and following scheduling established in the Carleton University Retention Schedule (CURS). This means that the Corporate Archivist must provide prior approval for destruction of certain records. Such a procedure supports the University’s compliance with Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA) and ensures the protection of corporate memory. If you have questions about the process, contact the Corporate Archivist for assistance. For information about the University’s responsibilities under FIPPA, please contact the University Privacy Office directly.
If you or any of your staff have paper records at home that may require shredding:
- Do NOT place university records that contain confidential or private information in municipal shredding or garbage disposal.
- You must bring these records back to campus upon your return and deposit them in your department’s shredding bin or arrange for shredding pick up once you have registered them for destruction with Corporate Records and Archives.
- For additional information on working with official records at home, you may also wish to consult the guide Working from Home and Securing University Records.
- Ensure that the records must be securely destroyed.
- Are the records still under a retention period? Have you consulted the Carleton University Retention Schedule? Should they be transferred to the Corporate Archives instead?
- Are the records drafts or transitory records that contain confidential or private information that requires secure destruction?
- If you aren’t sure, please contact Corporate Records and Archives.
2. For shredding bins used for duplicate, transitory, or low risk records:
- Contact Corporate Records and Archives and request a memorandum to detail your department’s use of its shredding bin. This only needs to be done once.
For shredding pick-ups of higher risk records (student examinations, financial records, HR records, etc.):
- Complete the Records Destruction Registration form and submit to Corporate Records and Archives for approval (email@example.com).
3. Once Corporate Records and Archives confirms your records destruction registration, you may proceed with arranging for Iron Mountain pickup.