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Archive clear-outs

Archive clear-outs, destruction of confidential documents and other data carriers

Definition

The material may consist of staff records, discs, data tapes, CD-ROMS, films and photos (including X-rays). There is a special secure logistics process for confidential material.


Disposal

The provider supplies secure archive containers for day-to-day flows of confidential materials, as well as for one-off clear-outs of archives, etc.

In the case of archive material, the supplier needs the following information in order to arrange the transport:

  • What type of material is involved (e.g. paper, cassette tapes, video tapes, CD-ROMs)?
  • What is the quantity (volume and/or weight)? For example: archive files containing metal, dossiers of X-ray films. The processing company can sort the materials, but this involves extra costs that have to be charged on.
  • When are the containers needed?

Archive clear-out in 4 steps:

Table 4.1: Secure archive containers

          STANDARD     Permanent container

          ONE-OFF

Step 1

The required container is delivered.

Step 2

You fill the container with confidential material.

Step 3

The container is emptied at regular intervals or on request.

Step 1

In consultation, the required number of containers is supplied.

Step 2
The containers can be filled. A small rental charge is payable for this.

Step 3
Requests for collection are submitted through FacilityNet.

Step 4

The documents are loaded into a secure vehicle and transported to a special secure processing location, without any intermediate storage, and destroyed within 24 hours. After this, it is impossible to reconstruct the information. The entire process is monitored continuously on video. When the process is completed, a destruction certificate is issued on request.


The container has a lock. There is a slot in the lid for putting items into the container.

Illustration 4.1: Secure archive containers.

closed archive containers
closed archive containers

Processing

The archive material is destroyed within 24 hours according to the DIN 32757 standard by compacting it and processing it. The various machines can destroy paper and all other data carriers (disks, CD-ROMs, hard disks, tapes, plastic cards, credit cards, microfiches, magnetic tapes, computers, clothing, etc.). These waste streams must be reported separately in FacilityNet.

Safety, the environment and legislation

In accordance with current environmental legislation, the University of Groningen is required to dispose of paper and cardboard separately, irrespective of the amounts. Confidential documents and other data carriers must be collected separately.

The destruction process complies with the most stringent European standards (DIN 32757-1 and Directive 95/46/EC). The entire process complies with the provisions of the Data Protection Act (Wet Bescherming Persoonsgegevens).

Last modified:18 February 2016 3.08 p.m.
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