{"id":1191,"date":"2018-05-09T16:16:45","date_gmt":"2018-05-09T20:16:45","guid":{"rendered":"https:\/\/carleton.ca\/records\/?page_id=1191"},"modified":"2025-10-09T15:57:23","modified_gmt":"2025-10-09T19:57:23","slug":"destruction-of-records","status":"publish","type":"page","link":"https:\/\/carleton.ca\/records\/records-management-services\/destruction-of-records\/","title":{"rendered":"Shredding of Records"},"content":{"rendered":"\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n            <div class=\"cu-textmedia flex flex-col lg:flex-row mx-auto gap-6 md:gap-10 my-6 md:my-12 first:mt-0 max-w-5xl\">\n        <div class=\"justify-start cu-textmedia-content cu-prose-first-last\" style=\"flex: 0 0 100%;\">\n            <header class=\"font-light prose-xl cu-pageheader md:prose-2xl cu-component-updated cu-prose-first-last\">\n                                    <h1 class=\"cu-prose-first-last font-semibold !mt-2 mb-4 md:mb-6 relative after:absolute after:h-px after:bottom-0 after:bg-cu-red after:left-px text-3xl md:text-4xl lg:text-5xl lg:leading-[3.5rem] pb-5 after:w-10 text-cu-black-700 not-prose\">\n                        Shredding of Records\n                    <\/h1>\n                \n                                \n                            <\/header>\n\n                    <\/div>\n\n            <\/div>\n\n    <\/div>\n<\/section>\n\n\n\n<h2 id=\"shredding-of-records\" class=\"wp-block-heading\">Shredding of Records<\/h2>\n\n\n\n<h3 id=\"new-procedures-are-in-place-for-shredding-of-confidential-and-or-private-records\" class=\"wp-block-heading\">New procedures are in place for shredding of confidential and\/or private records<\/h3>\n\n\n\n<p>With regular presence on campus, staff and 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.<\/p>\n\n\n\n<p>Please review the processes below carefully. If you have any questions, contact the Corporate Archives staff at <a href=\"mailto:corporate.archives@carleton.ca\">corporate.archives@carleton.ca<\/a>.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#recordsathome\">RECORDS AT HOME<\/a><\/li>\n\n\n\n<li><a href=\"#IMpickup\">IRON MOUNTAIN PICK-UP<\/a><\/li>\n<\/ul>\n\n\n\n<p>Official records of Carleton University may only be disposed of in accordance with the <a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Corporate-Records-and-Archives-Policy.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">Carleton University Corporate Records and Archives Policy<\/a> and following scheduling established in the <a href=\"https:\/\/carleton.ca\/records\/retention-schedule\/\">Carleton University Retention Schedule (CURS)<\/a>. This means that the Corporate Archivist must provide prior approval for destruction of certain records. Such a procedure supports the University&#8217;s compliance with Ontario&#8217;s <em>Freedom of Information and Protection of Privacy Act<\/em> (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&#8217;s responsibilities under FIPPA, please contact the <a href=\"https:\/\/carleton.ca\/privacy\/contact\/\" target=\"_blank\" rel=\"noopener noreferrer\">University Privacy Office<\/a> directly.<\/p>\n\n\n\n<h4 id=\"records-at-home\" class=\"wp-block-heading\"><a id=\"recordsathome\"><\/a>RECORDS AT HOME<\/h4>\n\n\n\n<p>If you or any of your staff have paper records at home that may require shredding:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Do NOT place university records that contain confidential or private information in municipal shredding or garbage disposal.<\/li>\n\n\n\n<li>You must bring these records back to campus and deposit them in your department\u2019s shredding bin or arrange for shredding pick up once you have registered them for destruction with Corporate Records and Archives.<\/li>\n\n\n\n<li>For additional information on working with official records at home, you may also wish to consult the guide <strong><a href=\"https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/TipSheet3_WFHUniversityRecords_v3FINAL.pdf\">Working from Home with University Records<\/a>.<\/strong><\/li>\n<\/ol>\n\n\n\n<h4 id=\"iron-mountain-pick-up\" class=\"wp-block-heading\"><a id=\"IMpickup\"><\/a>IRON MOUNTAIN PICK-UP<\/h4>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Ensure that the records must be securely destroyed.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image aligncenter\"><a href=\"https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree.pdf\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"1600\" src=\"https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree.png\" alt=\"Chart showing decision tree on when to shred a record. \" class=\"wp-image-1840\" srcset=\"https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree.png 1600w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-160x160.png 160w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-240x240.png 240w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-768x768.png 768w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-400x400.png 400w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-1536x1536.png 1536w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-200x200.png 200w, https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/Archives-Shredding-Decision-Tree-360x360.png 360w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Are the records still under a retention period? Have you consulted the <strong>Carleton University Retention Schedule<\/strong>? Should they be transferred to the Corporate Archives instead?<\/li>\n\n\n\n<li>Are the records drafts or transitory records that contain confidential or private information that requires secure destruction?<\/li>\n\n\n\n<li>If you aren\u2019t sure, please contact Corporate Records and Archives.<\/li>\n<\/ul>\n\n\n\n<p>2. For shredding bins used for duplicate, transitory, or low risk records:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Contact Corporate Records and Archives and request a memorandum to detail your department\u2019s use of its shredding bin. This only needs to be done once.<\/li>\n<\/ul>\n\n\n\n<p>For shredding pick-ups of higher risk records (student examinations, financial records, HR records, etc.):<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Complete the <a href=\"https:\/\/carleton.ca\/records\/wp-content\/uploads\/sites\/168\/CUCorporateArchives_DestructionFINAL_2021.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">Records Destruction Registration form<\/a> and submit to Corporate Records and Archives for approval (<a href=\"mailto:corporate.archives@carleton.ca\">corporate.archives@carleton.ca<\/a>).<\/li>\n<\/ul>\n\n\n\n<p>3. Once Corporate Records and Archives confirms your records destruction registration, you may proceed with arranging for Iron Mountain pickup.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Shredding of Records New procedures are in place for shredding of confidential and\/or private records With regular presence on campus, staff and 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 [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":1186,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_cu_dining_location_slug":"","footnotes":"","_links_to":"","_links_to_target":""},"cu_page_type":[],"class_list":["post-1191","page","type-page","status-publish","hentry"],"acf":{"cu_post_thumbnail":""},"_links":{"self":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/pages\/1191","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/comments?post=1191"}],"version-history":[{"count":3,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/pages\/1191\/revisions"}],"predecessor-version":[{"id":2199,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/pages\/1191\/revisions\/2199"}],"up":[{"embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/pages\/1186"}],"wp:attachment":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/media?parent=1191"}],"wp:term":[{"taxonomy":"cu_page_type","embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/cu_page_type?post=1191"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}