Proof of destruction must be documented, regardless of the format of destruction, to ascertain whether destruction has taken place, and may be required in litigation proceedings, in response to FOI requests, or as requested from PROV.
A destruction register should be kept, linking individual records to be destroyed with consignments sent for destruction. The destruction register should note: Title and unique identifier of record; relevant RDA and class; date of destruction; individual authorising destruction and their position in the agency.
A certificate of destruction should be generated when records are destroyed, and should be placed on file with any other destruction documentation. It should note: description of records; date of destruction; method of destruction; individual performing/supervising destruction.