3.2.3 Disposal Services - RIM Manual

Last updated on March 8, 2023

Contracts for records disposal services are executed by Procurement Services Branch in accordance with the Procurement Services Act and associated regulations and policies. Contracted service providers are required to comply with government policy and specifications and to be certified by the National Association for Information Destruction (NAID-Canada).

Approved records shredding services must meet the specifications and other provisions of the relevant government supply arrangement (i.e. a Corporate Supply Arrangement (CSA)).  

The BC government standard for destruction of digital storage devices is the Secure Electronic Media Destruction service provided by the Asset Investment Recovery (AIR) branch. For the most part, erasing or sanitizing electronic media does not guarantee that recorded information is non-retrievable. AIR’s industrial shredder, ‘EDDIE’ (Evil Destroyer of Delicate Internal Electronics), breaks down electronic media such as hard drives, handheld devices and flexible media, to a particulate size of 19.05 mm (3/4") when they reach the end of their useful life, ensuring the data cannot be reconstructed.

Optionally, mobile devices may be wiped and reset to factory standard. See the OCIO Mobile Device Disposal Interpretation and Guidance Document.

Specifications for Contracted Records Disposal Services

CPPM Chapter 6.3.2.1 requires government employees to use Corporate Supply Arrangements (CSAs) for ministry purchases, where available. Shredding – On and Off-site is available through an existing Corporate Supply Arrangement (CSA). Ministries and agencies that contract for disposal services other than through the CSA are advised to ensure that they adhere to equivalent specifications.

 
Feature Description Measures / Standards
1. Certification and Insurance
  • NAID certification.
  • Proof of insurance provided.
  • Insurance meets Procurement Services Branch (PSB) criteria.
  • Immediate notification after any loss of records.
2. Destruction specifications – paper The Contractor will reduce Documents to an end-product that cannot be re-assembled or read. Documents will be shredded into pieces that are not more than 19 mm (.75") in width and 63.5 mm (2.5”) in length using the cross cut method or pierce and tear method. Contractors may produce a smaller shred size, however larger shred sizes are unacceptable.  Strip shredding is not acceptable. 
  • Destruction process ensures that the information contained in the records is completely obliterated and cannot be reconstituted.
  • Process is cost-effective and environmentally friendly.
3. Destruction specifications – non-paper Contact Government Records Service (GRS) for instructions before attempting to destroy any special media records not covered by the CSA (e.g. magnetic tape, microfilm, audiovisual materials, x-rays, computer hard drives, removable media).
  • Destruction process ensures that the information contained in the records is completely obliterated and cannot be reconstituted.
  • Process is cost-effective and environmentally friendly.
4. Inspection The Procurement Services Branch or designate, and/or the Government Security Office, may inspect destruction equipment and facilities. Inspections may be performed during the course of a contract or before it is awarded. Inspections facilitated.
5. Confidentiality
  • Contractors must treat all records in their care as confidential at all times, i.e. when they are awaiting destruction and being destroyed. This means they must be stored in enclosed locked rooms, containers or vehicles or housed in a secure warehouse. No records will be stored on an industrial lot or at an open unsecured site.
  • Contractors have no right to access the content of government records in their care.
  • Once records have been shredded or pulped, the end-product material will be considered as non-sensitive/unclassified and may be disposed of without further consideration of security requirements.
  • No confidentiality breaches.
  • Meets detailed confidentiality requirements of the CSA.
6. Documentation and Communications Records disposal services agencies must:
  • Use any forms specified by the CSA (e.g. “draw down” form).
  • Not destroy records without authorization.
  • Upon request, provide certificates of destruction to the requestor (ministry/agency or GRS), containing the date of destruction, signature of the person who conducted the destruction, and identification numbers of the containers destroyed or count of the containers.
  • Appropriate forms used.
  • Appropriate authorizations signed.
  • Issues relating to clients, records, and/or destruction processes communicated promptly.
  • Certificates of destruction provided to client when requested.
7. Offsite and onsite destruction services Records disposal services must offer both offsite and onsite destruction, as described in the CSA:
  • Offsite destruction service means the secure pick-up of Documents from Purchaser’s site and transport to Contractor's plant for destruction.
  • Onsite destruction service is for secure destruction completed at the office site in an area designated by the requesting office.

Both services available to all clients.
8. Types of programs Both offsite and onsite destruction services must offer a choice of 3 programs to all clients, as described in the CSA:
  • Container program
  • Bulk program
  • Large volume program

All three programs are available to all clients, as both offsite and onsite destruction services.
9. Geographical Areas The records disposal service CSAs relate to 3 geographic areas:
  • Metro (Sunshine Coast to Hope)
  • Islands (Victoria, Vancouver Island, Gulf Islands, including Powell River)
  • BC (remainder of province)
 Services available at times and locations specified in the CSA.
10. Transportation
  • Removal of records from government offices or from records storage facilities to a secure facility for destruction must be made safely, securely, and promptly in enclosed and locked vehicles. 
  • Transport cannot be subcontracted without pre-approval.
  • Vehicle cargo areas containing records must be locked when not being accessed by records storage facility staff.
  • Access only provided to authorized persons.
  • Retrieval within prescribed times.
  • Safe.
  • Secure.
11. Employees of contractors The contractor must issue photo identification cards to employees, who must be able to produce them and/or be able to prove that they work for the contractor, when asked. Identification information includes the contractor’s company name, employee name, date issued, and expiry date. Identification displayed and/or available upon request.
12. Environmental stewardship The contractor is expected to conduct its business in a manner that demonstrates stewardship of environmental resources, in accordance with the requirements of the CSA. Contractor able to demonstrate that relevant requirements of the CSA are being met.

 

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Contact information

Government Records Officers contact information.

For general inquiries, comments and/or suggestions, contact Government Records Service at:

Office:
250-387-3387

Email:
GRS@gov.bc.ca