Records Management Tip Sheet 4 - Shredding Records During Remote Work / Transition Back to Campus

Purpose

To establish the methods university community members can use when shredding and disposing of paper containing confidential, sensitive or personal information.  Particularly when working remotely.  

Definitions

Paper Records: Any printed or physical documents that may contain private, sensitive, and confidential information relating to the University.

Reducing Risk

Print paper records only when it is necessary. For example, sign documents by using electronic signature programs such as DocuSign. 

If you have printed transitory records that are no longer needed, collect them in one place and mark for shredding or destruction.

Before Shredding

Save the information electronically or ensure it is managed elsewhere as a record if needed. If the document is an original paper record, scan the record and file the electronic copy in the appropriate record keeping system before disposal of the paper copy. 

Shredding at Home

For small volumes of paper records: use a cross cut shredder or tear paper records into small pieces and recycle at home by spreading out or scrambling the shreds such that any confidential and personal information is not reconstructable.

Shredding on Campus

For large volumes of shredding, you may bring it on campus or hold on to it until returning to campus. There is free shredding offered on campus through the University’s Confidential Shredding Program (Grey Bins). More information can be found in the links below:

• Waste  Disposal and Shredding
  
• Records Management Processes and Tools
  

If the shredding bin in your office is full or you need to request additional shredding bins, submit a service request to Facilities Management and Development

Transporting paper records for shredding

Ensure all paper records are transported securely.  If you are using a vehicle to carry your paper records, do not leave paper records unattended. This will reduce the chance of your documents being stolen.  If you are using transit, ensure that such materials remain enclosed in a secure, closed container such as an envelope in a closed backpack. Ensure that you do not accidentally leave your container/documents unattended.