Procedure 20-4 – Disposition of Information

1. INTRODUCTION

1.1 This procedure supports Policy 23 for effective information management.

1.2 This procedure is one of a series of information management tools created by the Information Management and Archives Service (IAM) to ensure legal compliance of its practices as well as guarantee the authenticity, integrity, accessibility, and long-term preservation and the secure destruction of information created, collected, and received by University employees in the course of their duties.

1.3 It is important to reiterate that all information created, collected, and received by employees in the course of their duties is the property of the University of Ottawa and cannot be altered or destroyed without being specified in the University of Ottawa Records Retention Schedule (XLSX, 127KB).

2. OBJECTIVE

2.1 This procedure aims to inform employees of their obligations to regularly manage the information in their possession. This procedure outlines the steps to follow and provides tools to help employees manage and appropriately dispose of information, in a secure manner.

3. RESPONSIBILITIES OF THE INFORMATION AND ARCHIVES MANAGEMENT SERVICE

  1. Ensure that the disposition of information takes place in accordance with the University of Ottawa Records Retention Schedule (XLSX, 127KB).
  2. Establish, review, and update the rules governing the disposition of information on a regular basis, and according to an internal approval process by the Secretary General.
  3. Inform and support employees on the disposition of information.
  4. Ensure that a confidential and secure destruction process to protect information is in place.
  5. Ensure that a process for the long-term preservation of information identified as having archival, historical, and legal value.   

4. RESPONSIBILITIES OF MANAGEMENT AND EMPLOYEES

  1. Use the University of Ottawa Records Retention Schedule (XLSX, 127KB) for the disposition of information regularly
  2. Approve the destruction requests submitted by IAM in order to allow the information disposal process to follow its normal course.
  3. Collaborate in establishing and updating the University of Ottawa Records Retention Schedule (XLSX, 127KB) by requesting an amendment, when necessary.
  4. Ensure that the unit's internal policies, procedures and methods comply with the use of information management tools, in particular the University of Ottawa Records Retention Schedule (XLSX, 127KB).
  5. Ensure that information is transferred to the IAM in a timely manner.

5. INFORMATION DISPOSITION STEPS

Units 

After consulting the University of Ottawa Records Retention Schedule (XLSX, 127KB), is there information that is ready to be transferred to IAM

 

YES 

Initiate transfer of information to IAM according to on-line procedure.

NO 

Regularly verify the University of Ottawa Records Retention Schedule (XLSX, 127KB) to determine if information has reached its retention period.  

Units

After consulting the University of Ottawa Records Retention Schedule (XLSX, 127KB) , is there information that is ready to be destroyed

 

If you have 

permission to destroy 

Manage information according to the Archives Management Procedure.

If you do not have permission to destroy 

Send a request to IAM.

 

IAM 

Does the information have archival, historical, or legal value?  

YES 

Manage information according to Archives Management Procedure

NO 

Manage information until it has reached its retention period.

IAM 

After consulting the University of Ottawa Records Retention Schedule (XLSX, 127KB), is the information ready to be destroyed

 

YES 

Send request to destroy information to the responsible unit. Once approved, proceed with destruction. 

If not approved, proceed with retention rule revision, if applicable.

NO 

Manage information until it has reached its retention period.

6.ACCEPTED DESTRUCTION METHODS

6.1 The medium and the nature of the information will influence the destruction method to be followed. There are five accepted methods of destruction:

  1. Secure deletion of file, directory, and data - follow the methods recommended by Information Technology in Policy 117.
  2. Cleansing of information storage devices before reuse or disposal (external server, laptop, tablet, cell and other IT assets) - follow the methods recommended by Information Technology in Policy 117.
  3. Secure shredding in padlocked recycling bins for confidential paper documents and, if in small quantities, for photographs, negatives, slides, video, USB key, DVD, CD, diskette, microfiche, microfilm, etc. Use a padlocked bin dedicated to confidential documents that are not paper if you destroy a large quantity.
  4. Recycling of non-confidential paper documents in the bins provided for this purpose.
  5. Disposal in trash can of non-confidential photographs, negatives, slide, video, and DVD.

Revised September 23, 2021

(Information and Archives Management)

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