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  • The Shredding Procedures (Non-consoles)

    The following will explain what is required of all GBC employees, as well as advice on how to make this procedure a convenient service provided by GBC Archives, rather than a set of rules to remember. The very basics of the procedure are:

      • Contact the Archives (ext. 4771; to receive an electronic shredding form, and verify that your department’s shredding can be transferred at this time. A great deal of shredding goes through the Archives at certain times of year, and sometimes a delay of a few days will be necessary.
      • Consult the new shredding/destruction form so that you’re sure of what information is required of you. Email the completed, un-official (un-signed) shredding form to the Archivist. No shredding will be accepted at the Archives until all information is provided, along with the signature of the department head responsible for the material. The information required by the form is the information that GBC is required by FIPPA to collect and maintain permanently.
      • Pack the shredding into copier paper boxes (or boxes of similar size), carefully label each box with the “S” number found at the top of the shredding form, and give each box a number. Please label the boxes on both the end and side of each box, rather than the top. The boxes are always stacked, or placed on shelves, and labelling in this manner saves a great deal of time for receiving and the Archivist. This labelling is your responsibility and must be done correctly in order for the documentation of the destruction to be correct.
      • Tape the lids of the boxes shut in order to protect the information inside. If the lids don’t fit properly, you’ve either filled the box too full, or you need to find a better box. The boxes you use must be in good condition, and use common sense when packing them: they will be lifted into a truck, out of a truck, then the Archivist will move them into a holding area, and ultimately they’ll be moved by Tippets Records Management staff into another truck. If they feel heavy to you, they’ll be heavy to everyone else. In accordance with FIPPA, the boxes must protect the contents from being exposed to the public, and will be kept in secure locations throughout their remaining days. Nothing should be written on the boxes except the “S number” and the box number; FIPPA requires that the boxes be non-descript. The shredding/destruction process is not “throwing out garbage;” this is a crucial records management requirement for every GBC employee, and is governed by provincial legislation.
      • Send the signed (official) shredding form to the Archives, 500 MacPherson Ave, Casa Loma Campus, via inter-office mail.
      • Arrange with Archives to transfer the shredding to Archives after confirming that the form is correct and that the Archives can accept the boxes.
      • Double check that every box is labelled on both the end and side with the correct “S number” and box numbers.

    Your part of the process is now finished, but it’s very useful for everyone to understand what happens next to this material.

    Your shredding is picked up by courier, and transferred to the Archives. Once the boxes arrive at the Archives, the Archivist documents its transfer, and checks that the number of boxes on the shredding form matches the number of boxes actually sent to Archives. When boxes are labelled incorrectly or not at all, a great deal of time and GBC resources are wasted in tracking down what the material is; remember that nothing can be destroyed unless it is authorized to be. Once a significant amount of shredding (a truck load) is held at the Archives, the Archivist will make arrangements for its destruction and will store the materials in a secure area at the Archives. After arrangements have been made, the material is removed from its secure area and taken directly to a pulping facility by a bonded courier from Tippets Records Management, the records storage company under contract to GBC.

    Shredding packed up securely in your department, in boxes only marked with “S numbers” and box numbers, taped shut and in good condition, and transferred to the Archives according to the above procedure meet both GBC’s Framework and Ontario’s FIPPA requirements for records destruction.