Cardiff University
Destruction of confidential paper records
General Principles
ü It is essential that any paper records you destroy, which contain confidential, ‘personal’ or ‘sensitive’ information, are either shredded or destroyed via the confidential waste service. See below for definitions and examples.
ü If you are unsure of the legal, administrative or archival retention requirements for particular information please contact the University Records Manager for advice.
ü Most confidential material is subject to the Data Protection Act. Under the Act the individual handling or processing confidential data is personally responsible for the proper disposal of such data.
Using the confidential waste service
If your school or directorate does not have its own shredder or there is a large amount of material you need to destroy, Security Services operates a confidential waste service.
Confidential Waste Sacks are available from your local portering staff or from
Sacks should not be filled more than ¾ full.
When filled they should tied securely with the plastic tag provided.
Contact your local portering staff or to arrange collection and remember to keep confidential waste in a secure location at all times.
This service is costly and should only be used for material that is confidential.
All material sent via the confidential waste service is processed by a local accredited contractor. The material is shredded and recycled.
Records Retention Schedule
A working Records Retention Schedule has been drafted to meet a need for a readily available source of information about record keeping practices, electronic and hardcopy, within the merged University. http://www.cardiff.ac.uk/schoolsanddivisions/divisions/corps/cocom/acc_inf/recman/rec_ret/index.html
The schedule is based upon a model drawn up by The Joint Information Systems Committee (JISC). JISC produced a generic Records Retention Schedule (RRS) for Higher Education Institutions. This model has provided the basis for consultations across the former and merged University and has been modified to include comments from Schools and Directorates. The retention schedule was approved by Strategy and Resources Committee on the 7th June 2005.
This schedule provides some basic guidance about broad records retention. Further more detailed guidance will be produced specifically on student records, staff records and research records.
What is confidential?
‘Personal data’ is regarded as any information from which a person can be identified, from names and addresses to photographs and student ID numbers
‘Sensitive data’ is anything relating to: political opinions; racial or ethnic origin; religious or similar beliefs; trade union membership; physical/mental health or condition; sexual life; offences or criminal proceedings.
Confidential records include those that contain personal information about a living individual or are commercially sensitive e.g.
- Questionnaire or other data collected under a guarantee of
responsibility
- Any document which reveals the contact or financial details of a named
living person.
- Examination papers
- Job applications
- References
- Interview notes
- Any record which if made public before a certain period may breach
commercial confidentiality
- Any record that may breach intellectual property rights e.g. unpublished
research material, drafts or manuscripts.
If you have any queries regarding records retention please contact:
Lucy Burrow
Records Manager
or (029) 208 79002
If you any queries concerning the confidential waste service please contact:
Peter McDonnell
or (029) 208 74733
Lucy Burrow
COCOM
31st January 2006
Destruction of confidential paper records Records Management Guidance Version 1