NEW! Shredding of Records

New procedures are in place for shredding of confidential and/or private records!

New shredding procedures are in place on campus to dispose properly of records containing confidential or private information. Departments will now have access to a central drop-off location only for small amounts of shredding (5-10 boxes) OR a new procedure is in place for arranging visits from Iron Mountain to clear out large pick-ups and shredding bins. Records to be shredded must be registered with the Corporate Records and Archives Department first and central shredding drop-off is by appointment only. Please review the processes below carefully. If you have any questions, contact the Corporate Records and Archives staff at corporate.archives@carleton.ca.

RECORDS AT HOME

If you or any of your staff have paper records at home that may require shredding:

  1. Do not place university records that contain confidential or private information into municipal recycling or garbage disposal bins.
  2. If your staff can hold onto the material, store the records in paper boxes and secure in a safe location in your home.
  3. If you need to shred the records, please follow the central shredding drop-off procedures below or contact the Corporate Records and Archives department for guidance.
  4. 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.

CENTRAL SHREDDING DROP-OFF

  1. Ensure that the records must be securely destroyed (5 boxes or less, depending on ability to transport).
    • 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.
  1. Complete the Records Destruction Registration form and submit by email to Corporate Records and Archives for approval (corporate.archives@carleton.ca).
  2. Corporate Records and Archives will send you a confirmation code and instructions in order to book an appointment and prepare your records for drop-off.
  3. No records will be accepted for shredding unless an approved appointment is booked.
  4. All shredding must be packed in boxes that are manageable to lift when full (e.g. standard printer paper boxes).

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.

IRON MOUNTAIN PICK-UP

  1. 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.
  1. Complete the Records Destruction Registration form and submit to Corporate Records and Archives for approval (corporate.archives@carleton.ca).
  2. IMPORTANT: Your Iron Mountain destruction must be approved by a department head and access to the material on day of scheduled pick-up must be provided by an approved staff member of the department with their own key access. Campus Safety will not provide Iron Mountain with access to the material.
  3. Once approval is received, Corporate Records and Archives will email you a confirmation with final instructions.

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.