Destroy records

Every record follows a retention schedule that defines its lifecycle. Some records are preserved permanently at the Provincial Archives, while others are simply destroyed.

When destroying records, it is important to follow the right procedure to make sure that they are disposed of securely. 

Proper destruction of records ensures that:

• sensitive information is protected
• retention schedules are complied with
• information can’t be reconstructed or retrieved

There are several steps involved in securely destroying records. Different record formats require specific types of destruction. Here is an overview of the process:

Review the retention schedule

Ensure that the records are at the end of their retention period and that the final disposition is indicated as “Destroy (D)”.

• Check for holds: Make sure the records are not under a legal hold or a Right to Information request.
• Get approval and track destruction: Download the records destruction form (DOCX 121 KB) and add details about what records are being destroyed. Obtain authorization from your Records Manager or senior leadership on your destruction form.

Choose the right destruction method

Based on the sensitivity and format of your records, choose the appropriate method of destruction such as:

• shredding for paper records
• incineration or pulverization for highly sensitive materials
• permanently deleting digital records. Talk to your Departmental Information Security Officer (DISO) and refer to Directive 9.05 before deleting digital records

Monitor the process

Always supervise or document the destruction process, especially for confidential or sensitive information.

Confirm destruction

• For destroying records in house, a signed records destruction form serves as evidence. Keep this form for your records.
• If a third-party service provider destroys your records for you, make sure you get a certificate of destruction. Keep this certificate for your records.

Download the records destruction guide for more details on how to destroy records.

Download the Secure Destruction of Records Guide (publication).

Contact your records manager (PDF 336 KB) or an Information Strategist at the Provincial Archives to get help with destroying records.