Scottish Government records management plan

Element 6: Destruction arrangements

Records are destroyed in a timely and appropriate manner and records of their destruction are maintained.

Section 1(2)(b)(iii) of the Act specifically requires a RMP to include provision about the archiving and destruction, or other disposal, of an authority's public records.

An authority's RMP must demonstrate that proper destruction arrangements are in place.

A retention schedule, on its own, will not be considered adequate proof of disposal for the Keeper to agree a RMP. It must be linked with details of an authority's destruction arrangements. These should demonstrate security precautions appropriate to the sensitivity of the records. Disposal arrangements must also ensure that all copies of a record - wherever stored - are identified and destroyed.

In particular an authority should be confident that it maintains controlled destruction, when appropriate, of digital records held on remote or standalone systems and mobile devices. Furthermore, an authority must understand the availability and accessibility of digital records held as continuity backups and the destruction cycles of such backups.

Best Practice might include:

• Destruction is in accordance with the retention schedule.
• Destruction is systematic.
• Records of destruction are created and retained in accordance with the authority's retention schedule.
• Special provision is made for confidential paper waste.
• Special provision is made for the assured destruction of sensitive digital records.
• Arrangements cover the assured secure destruction of hardware and back-up media used to store digital records.
• Arrangements are reviewed periodically (see element 13). The destruction of personal data is in accordance with data protection law.

Read further explanation and guidance about element 6.

Scottish Government Statement

All paper records are subject to secure disposal under contract to Shred-It:

• The contract details ISO accreditation, insurance certificate and employer's liability.
• Shred-It dispose of confidential documents directly from offices.

Shred-It web-site

• Scottish Government has implemented retention schedules on all electronic records and regularly review these.
• When an electronic file is destroyed or transferred to National Records of Scotland in line with its retention schedule stubs remain on the system confirming the name of the file and all documents that were held within it.

Computer media is disposed of securely and through approved procedures.

Evidence

E04: Scottish Government File type guidance

E05: Scottish Government Casework File type guidance

E08: Shredit Certificate of destruction

E09: Screenshot of a destroyed file on eRDM

E39: SCOTS Back up and Destruction procedures

E47: Certificate of Destruction Saughton House

Further Development

No further development is required at the moment but we will keep this under review.