Every document has a destruction period attached to it. When we run destruction, all the documents that have their destruction period expired can be destroyed. The below steps will guide you on how to create a list, send it for approval and destroy it.
Step 1
On the destroy tab click on 'create a destruction list'. This will bring up the next page.
Step 2
Select the location of your documents and type of documents you wish to destroy, then click search. By default whole boxes only is left checked; this will only show you boxes where the whole box can be destroyed. If you prefer to search for files for destruction individually, deselect the "whole boxes only" option.
When creating documents is important to put files that have the same destruction period so we can destroy the entire box, if not, there is a risk of destroying document that were not ready to be destroy yet.
Note: When deselecting the "Whole Boxes Only" option we strongly recommend reviewing the contents of the destruction list to avoid accidental destruction of records.
To search for every document ready to be destroyed, leave the fields blank and then "Select the Date for Destruction" and click "Search"
Step 3
The search results will show all files requiring destruction. Add your files to your destruction list by clicking "add all below".
Step 4
After clicking "Add All Below" a list will be created. This list will show all the boxes which you have selected.
Step 5
Once you have clicked "Create list" You will see this prompt.
Step 6
Click on "Go To Lists Needing Approval" to see the list just created. The destruction authorisation person (normally your principal) set up in your software will receive an email for them to approve the destruction. You can choose to "Resend Authorization" by clicking the button below.
Step 7
Once the list has been approved, the button of "Resend Authorisation" will change for the "Destroy This List" button.
Download the PDF or CSV document and take it with you to your archive room and collect the files to be destroyed from the list. Securely destroy them by following the steps here.
A list of all the past destroyed list is available, click here to see our guide.