H. DISPOSAL AND DESTRUCTION KEY REQUIREMENTS:

Personal information must be disposed by either securely destroying it or transferring it to the appropriate archives.

Make sure personal information is only destroyed when authorized by an appropriate party and in accordance with records retention regulations/bylaws applicable to the institution.

Take all reasonable steps to protect the security and confidentiality of personal information to be destroyed throughout the process, that is, when personal information is stored, transported, handled and destroyed.

Take all reasonable steps to protect the security and confidentiality of personal information to be transported to archives throughout the process, that is, when personal information is stored, transported and handled.

Take all reasonable steps to destroy personal information so it cannot be reconstructed or retrieved.

Keep an accurate record of the disposal, including what personal information was destroyed or transferred and on what date it was destroyed or transferred.

Do not include personal information in your record of disposal See Ontario Regulation 823 and section 30(4) of MFIPPA, section 3 of MFIPPA and Ontario Regulation 459 and section 40(4) of FIPPA.

FINDINGS PRIVACY REQUIREMENT YN P NA EXPLANATION PRIVACY IMPACT ACTION ITEMS QUESTIONS MANNER OF DISPOSAL Will procedures be defined and documented for the secure disposal, for example, transfer to archives or destruction of personal information in accordance with applicable records retention schedules, regulations/ bylaws? Explain disposal process DEVICES/EQUIPMENT Will procedures be defined and documented for disposal of devices and equipment containing personal information? CONTROLS Will controls be defined and documented to ensure only appropriate personal information will be disposed of or destroyed, and only by authorized parties after obtaining appropriate approval? Will there be periodic reviews of the disposal controls to ensure effectiveness? RECORD-KEEPING Will details of the disposal of personal information be recorded? Will measures be defined and documented to ensure no personal information is captured in the disposition record