What “destruction” actually means under the Archives Act
Deleting the file isn’t destroying the record.
A common misconception: deleting a file or email is destruction. It is not. Under the Archives Act and National Archives guidance, destruction must be authorised, complete, and documented.
Electronic records must be deleted from all locations, including email servers, shared drives, backup systems, and cloud platforms where copies exist. Paper records must be cross-cut shredded or incinerated, not placed in general waste. The destruction must be recorded, date, method, records destroyed, and the person authorising. Where records are held by a third party, the Agency must obtain written confirmation the third party has also destroyed them.
For Agencies using interview management software, the vendor’s destruction practices must align with the Agency’s Records Authority obligations, and this must be confirmed in writing before deployment.