The protection of personal and confidential information is an important concern for Concordia University as breaches of confidentiality can be costly and can impact our reputation. The Act respecting Access to documents held by public bodies and the Protection of personal information, chapter A-2.1 stipulates that fines for non-compliance can be as high as $100,000. It is thus important that Faculty and Staff follow the procedure set out below.

As well, with the ever-increasing costs of waste disposal and the government's commitment to raising a landfill tax, a Secure Records Destruction Program ensures cost savings.  Furthermore, when you choose secure shredding over landfill, you are helping to protect the environment:  the shredded material goes directly to paper recycling facilities where it is baled and delivered to paper recycling mills.

A Secure Records Destruction Program reduces risk of unlawful disclosure of personal and/or confidential information through a very secure process.  Once the documents containing confidential information have been shredded, a Certificate of Confidential Destruction is issued and retained at the Records Management and Archives Department in accordance with the Records Classification and Retention Plan. 


DOCUMENTS TO BE DESTROYED IN A SECURE WAY

  • Confidential documents, such as contracts, strategies, reports, etc…
  • Documents containing personal or nominative information, such as employee files, medical files, payroll documents, etc…
  • Any documents related to students: exams, case files, notes, results, diplomas, admission documents, financial aid documents, etc.


Documents containing personal information are considered to be confidential and should be dealt with in a secure way. Treat such documents as you would want others to treat your own personal information.

Documents are shredded in a way that ensures the documents do not sit in recycling bins or in an open/accessible box at the recycling company. Documents are shredded immediately upon delivery at the recycling company.


DOCUMENTS WHICH DO NOT NEED TO BE DESTROYED IN A SECURE WAY

  • Reference documents or publications, such as, books, magazines, newspapers, laws, public documents published by associations or governments, etc…
  • Office supplies, such as blank or empty files, empty pages, unused post-it stickers, etc…
  • Promotional Material

Use the regular blue boxes for ordinary recycling.


PROCEDURE

  1. Put your confidential documents into a photocopy paper box or a regular archive box and fill the box to maximum capacity.  Boxes are available through the Bookstore.  Please use the following code: 125005 (110-0066501).  It has been decided to standardize the format of the boxes for health and safety purposes.
  2. Complete the Destruction Authorization Form allowing us to proceed with secure destruction and attach it to the top of the box. 
  3. Call Distribution at #2400 to plan for a pick-up of your boxes.

For any questions, please write to records.management@concordia.ca

Please note that Distribution may refuse to take your box should it not be in compliance with this procedure.