University Secretary

No, before discarding any records listed in your department's retention schedule, you should carry out the following actions: 

• Check whether they have been requested under Data Protection or Freedom of Information legislation. If there is an outstanding enquiry, delay the destruction. The Information Commissioner's Office recommends postponing the disposal of material requested under FOI for at least six months from the date of the last communication concerning the request. 
• Check whether there is any ongoing or pending litigation/investigation and, if so, retain the records as evidence and review them at a later date.
• Once the documents are no longer required, complete a destruction form.  This will ensure that there are transparent, auditable procedures: if someone requests the information following destruction, you will be able to prove that your retention schedule has been implemented and the records have not simply been mislaid.

For more guidance, see destruction.