PROCESS FOR RECORDS DESTRUCTION

In January and July of each year Metro Records Management identifies and destroys eligible records. The following points outline the process.

Any records involving current or pending litigation or audit must not be destroyed.

All other records eligible for destruction must be destroyed according to approved records schedules as part of our normal course of business.

1. A list is printed for each department showing all boxes that are eligible for destruction. Records eligible for destruction are those having approved records schedules for which the required retention time has expired.

2. The list is attached to a memo and sent to the department's Records Officer.

3. The list should be reviewed for accuracy and any outstanding issues. Records involved in current or pending litigation or audit must be clearly identified as ineligible for destruction.

4. The Records Officer obtains the signature of the Department/Division head and returns the list to Metro Records Management.

5. Metro Records Management generates a destruction work order that includes all eligible boxes for a department or division.

6. The boxes are removed from their shelf locations.

7. Records classified as confidential will be delivered to Richards & Richards for secure destruction.

8. Records that do not contain confidential information will be recycled.

9. The signed destruction list is maintained for five years and demonstrates that eligible records have been destroyed in the regular course of business.