Document Destruction Procedure ( ADMIN )

This checklist outlines the steps necessary for securely destroying sensitive documents to ensure compliance with data protection regulations and to maintain confidentiality within the organization.

• Identify Documents for Destruction

  Review files and records to determine which documents are eligible for destruction according to the retention policy.

• Obtain Approval for Destruction

  Submit a request for document destruction to the relevant department head for approval before proceeding.

• Prepare Documents for Shredding

  Gather the approved documents and remove any binding or clips to facilitate easy shredding.

• Select a Certified Destruction Service

  Choose a reputable document destruction service that is certified for secure shredding to handle the disposal process.

• Schedule the Destruction Service

  Coordinate a date and time with the selected service to ensure the timely destruction of the documents.

• Monitor the Destruction Process

  Be present during the document destruction to ensure that the process is carried out securely and in compliance with company policy.

• Receive Certificate of Destruction

  Obtain a certificate of destruction from the service provider as proof that documents have been securely destroyed.

• Update Document Retention Records

  Record the destruction of the documents in the retention log to maintain compliance and for future reference.

• Conduct a Post-Destruction Review

  Review the destruction process and address any issues or improvements needed for future procedures.