Records destruction form instructions

  1. This form is to be used for disposing of official records,where your unit is identified as a "responsible unit" in WatCLASS, and copies of records containing personal information. It must be completed when disposing of paper or electronic files. It is not necessary to complete this form when disposing of other copies, working documents, and transitory records.

    Recommended practice is to destroy records on a regular timetable - typically after the end of the University's fiscal year (end of April) or academic year (end of August) - as best suits the work of your unit and the volume of records to be destroyed. In some cases, it might be necessary to destroy records after the end of every academic term, depending on their volume and required retention period. Please contact the University Records Manager if you would like assistance in determining the most appropriate time to schedule records destruction, once the retention period has ended.
  2. Type in the information in the appropriate fields. Save the form, print it, and have the unit head or delegate sign it. Retain as part of the unit’s records.
  3. Records Class No.:  This is the alphanumeric code assigned to records classes in WatCLASS. If WatCLASS does not yet have a class number for the records you are destroying, leave this field blank.
  4. Records Class Title: You may use the records class title in WatCLASS or the name your unit gives to the records. Make sure it is clear what is being destroyed, without including any personal information in the title (e.g., no student names or ID numbers).

Example: view full-size example , or blank form

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