Document Disposal

Confidential Shredding:

Records in all University departments should be destroyed according to a destruction schedule using a Requisition to Destroy Records (RDR) form.  As required in The Personal Health Information Act (PHIA), this form also serves as the required destruction log for all records that contain personal health information.

Once the RDR has been approved, confidential records including personal information and personal health information may be destroyed using a secure method. The best method for destroying confidential records is shredding.  Records can either be shredded in the office or through the University's preferred supplier, Shred-It (204-987-4733).  Both of these options comply with the standards for the secure destruction of records containing personal and personal health information.

1. Bulk Service (numerous boxes)
For shredding of larger quantities of material (eg. exam booklets, etc.)

  1. Remove hanging files and file folders as they can be reused. Pre-pack the documents into boxes.
  2. Prepare a Systems Contract Requisition which is available online at Financial Services Forms.
  3. Fax the Systems Contract Requisition to Shred-It (204-987-4511) and they will schedule a pick-up of your records; there is a current cost of $5 per box (banker box size).
  4. Keep the Certificate of Destruction which is provided by Shred-It.
2. Console
Shred-It will supply a recycling console for use at the University at a cost of $19 per pick-up.  These consoles are to be used only for non-confidential shredding.  Any documents that contain personal information or personal health information must be destroyed either through option #1 Bulk Service or option #3 In-Office Shredding.

3. In-Office Shredding
This option is optimal for shredding small amounts of records using in-office shredders.  The shredded paper can then be placed in the paper recycling stream (grey boxes).

NOTE:
If you wish to reuse magnetic tapes instead of destroying them, please contact IST at 204-474-8600 or 204-474-8400 (Shared Services) for further information on the availability of the Degausser.