CAYMAN ISLANDS GOVERNMENT - PROOF OF DESTRUCTION FORM (RM-1)
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NOTE: THIS FORM MUST BE SUBMITTED TO CINA IN DUPLICATE PRIOR TO DESTRUCTION DATE. THE PUBLIC AGENCY SHOULD
COMPLETE ALL FIELDS IN PARTS 1 AND 3
PART 1
ARRANGEMENTS FOR DESTRUCTION
Agency:
(Name)
HoD/Senior Officer
(Name and position)
Date of Destruction:
Place of Destruction:
Method of Destruction:
Number of Boxes:
I hereby certify that the records listed in Part 3 are being disposed according to the retention stated in an authorised disposal schedule, and no record is
knowingly being disposed of which pertains to any current or outstanding litigation, investigation, audit, or FOI request.
HoD/Senior Officer (signature & date): ______________________________________________
PART 2
WITNESS TO DESTRUCTION
Agency Witness:
(Name and position)
Agency Witness:
(Signature and date)
CINA Witness:
(Name and position)
CINA Witness:
(Signature and date)
PART 3
LISTING
Reference Code
Records Series Title
File Date(s)
Schedule Applied
Media Type
Destruction
Method
No.
Boxes
e.g. HR/REM/01
Remuneration
2001-2008
HR/STA/01
Accounts Receivable
1980-1990
BEV/MAI/06
Shredding
Shredding
1
e.g. OF/BUD/1
Paper
Paper
e.g. OF/BUD/2
e.g. OF/LAW/3
e.g. OF/MED/1
e.g. RM/DEL/1
Accounts payable
Proposed new Legislation
Media Coverage
Copies of CINA Delivery Lists
1989-1999
2002-2007
1990-1998
2000-2002
FM/ACC/01
SM/LEG/01
COM/PRL/04
IM/ARM/02
Paper
Shredding
Paper
Paper
Paper
Shredding
Shredding
Shredding
3
1
2
3
1
Instructions for completing the Cayman Islands Government - Proof of
Destruction Form (RM-1)
1. Are public records to be destroyed part of an authorised file plan and disposal
schedule?
i. If YES, go to point 2
ii. If NO, contact CINA about file plans and disposal schedules
2. Ensure that these records are not being used for any of the following:
a. Official business requirements
b. Investigations
c. Audits
d. Freedom of Information requests
e. Court cases
f. Flagged for review by CINA
i. If YES, contact CINA for assistance before filling out form
ii. If NO, complete the form
3. Once the form is completed:
Step 1:
PRIOR TO DESTRUCTION DATE and submit in duplicate to
CINA. All fields in Parts 1 and 3 are required. It is the
responsibility of each public agency to verify that records selected
are being destroyed in accordance to an authorised disposal
schedule.
Step 2:
Contact CINA to arrange an appointment to carry out destruction.
Step 3:
Destroy records according to the authorised methods listed in the
CINA Standard for the Creation and Management of Records.
Step 4:
CINA and agency witness destruction.
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