The Objectives of Safe Destruction

Definition of destruction


The destruction is a standardized disposal of the records, which shall be approved by the assessment and according to the deadlines stipulated in the retention schedules of records and the futility of keeping them regardless of their various containers with the possibility of reusing their containers for other purposes. The destruction process is one of the final dispositions of records that is implemented in a manner of fragmentation and total disruption.

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Introduction


The importance of records organization in the Sultanate of Oman started recently with the aim of establishing and forming a national asset to find a new era of dealing with records in accordance with the specifications and standards applied in this field. The interest in heritage and culture is a reflection of this direct approach by state institutions to support and develop the records and archives sector.
Through this approach, the Sultanate has adopted a vision based on building a modern records system that is concerned with all records life circle from its creation to the different related stages by adopting the three-ages-circles theory of records in the concerned bodies. This approach ensures that files and records that are created in any concerned administrative division during the current stage are transferred to the intermediate stage where they can be accessed whenever there is a need until they reach their final disposition, whether to be transferred and permanently stored in the Authority or to be destroyed because they are not administratively needed due the absence of their historical and content value.

Beneficiaries of the Services of the Safe Destruction of Records Laboratory

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1

All government institutions

2

All private companies and institutions.

3

Individuals and relatives.

Services provided by the Secure Records Destruction Workshop

????? ???? ??????? ?????? ???????
  • Destruction service of paper records and documents.
  • Destruction service of Hard-disk.
  • Destruction service of (CD, DVD, video tapes and audio tapes).
  • Destruction service of devices and equipment (telecommunication equipment, spectral and digital frequency).

The Concept of Secure Records Destruction

In line with the modern records management system, the Sultanate adopts an advanced records system that takes into account the various administrative, environmental and security aspects related to the protection of information and classified records in terms of their creation, circulation, preservation and disposal, as well as the international conventions related to the safety of the environment and climate. Therefore, the idea of establishing a records secure destruction workshop was implemented by the National Records and Archives Authority in the framework of a long-planned vision to provide a secure destruction for records of all state institutions.


The workshop is a governmental project launched by the National Records and Archives Authority. It provides different solutions of secure destruction for paper records and electronic storages received from all governmental, security and private bodies and individuals in accordance with related legal and administrative procedures using modern technologies in the field of secure destruction operations, taking into account all standards of accuracy and confidentiality, in line with the government?s objectives in the field of promoting information security and preserving the Omani environment. The workshop is the first of its kind in the Middle East as a central integrated workshop and it holds two ISO certificates in the field of (quality ISO 9001-2015, health and safety/18001-2007 OHSAS).

chairman

The destruction plant is the first of its kind in the Middle East as a central integrated government plant, health and safety safety ISO 2015-9001, obtained the ISO certificate in the field of quality (OHSAS / 18001-2007).

The Records Secure Destruction Workshop aims at achieving the following goals

  • Centralizing the destruction process of general records belonging to all concerned bodies.
  • Ensuring that destruction operations are implemented with strict and complete confidentiality to protect the interests of the country, individuals and communities.
  • Ensuring that destruction of general records is implemented in accordance with legal procedures and avoiding incinerating and filling or placing them in public dumps of waste.
  • Ensuring that general records belonging to concerned bodies cannot be accessed or used by private companies.
  • Reducing the financial cost of destruction of general records to all government and security bodies, private companies and individuals.
  • Emphasizing the confidentiality and privacy of all government and security bodies, private institutions and individuals during the implementation of the destruction.
  • Supporting the government's objectives in promoting information security and preserving the Omani environment.
  • Organizing and documenting all destruction operations, annually follow-up and conducting statistics and studies using the results.
  • Encouraging small and medium enterprises to establish paper and electronic waste recycling projects.

Legal Basis of the Destruction

In accordance with the Records and Archives Law issued by the Royal Decree No. 60/2007 and its executive regulations, the concerned body shall be responsible for its records until the need for them ends. The concerned departments and sections of the Authority shall regularly sort out the intermediate records immediately after the expiration of their retention periods and decide the records to be transferred to the Authority to be permanently stored and the records to be destroyed. The law and its executive regulations specify the principles of sorting records and their destruction method.

  • The Records and Archives Law states that the creator of the records is responsible for carrying out the destruction process. The law also stipulates in Article (24) that:

    (“The Records which are prepared for destruction shall be destroyed after Sorting them in accordance to specific procedures) every concerned body shall be approved by the Authority to carry out records destruction. The approval request shall be decided by Sorting and Destruction Records Section after studying the retention schedules of the concerned body.

  • The Executive Regulations states in Article (24) that:

    ”The Concerned Body shall destroy its paper records automatically after obtaining the requested approval from the Authority. However, this body shall also work to recycle its records whenever possible. Pertaining records in other formats, their contents shall be damaged but their containers shall be reused whenever possible. (the destruction process shall be carried out at the Records Secure Destruction Workshop of the Authority)

  • “Considering the provision of Article (18) of this Law:

    The Concerned Body shall sort its Intermediate Records at the end of their retention periods, transfer them to the Authority and destroy others in accordance to procedures specified by the Article (21) of the Regulations.

Therefore, methods and regulations are set for the concerned bodies intending to destroy their records in accordance with the procedures and international legal practices and to finalize all the previous faulty practices and methods in reference to processes and means that harmed the safety and security of records and information and damaged infrastructural and environmental aspects.

Procedures of Records Destruction

The process of secure records destruction is subjected to preparatory and regulatory operations related to administrative and technical procedures.

Administrative Procedures

Committing to the preservation rules of the records retention schedules, preservation departments or sections in the concerned bodies should prepare the files and records required to be destroyed by sorting and separated them from the records classified to be transferred to the National Records & Archives Authority in order to be saved permanently for scientific and historical research purposes.
Files to be destroyed should be placed in folders or any available conservation equipment after being confirmed by the specialists of the concerned department or section and reviewed by sorting and destruction staff in the National Records and Archives Authority in order to ensure their compatibility with the retention periods contained in retention schedules, which is known as the pre-monitoring of concerned files transferring process materially and effectively to the Secure Records Destruction Workshop. In case these files are confirmed and reviewed successfully, the rest of procedures shall be completed as follows:

A destruction form prepared by the Authority shall be filled and signed by the official responsible for the administrative division that created the records and shall be approved by the head of the records department or section in the concerned body

The form shall be sent to the Authority for approval and the Authority shall keep a copy of the form.

The Concerned Body shall destroy its paper records automatically after obtaining the requested approval from the Authority whenever possible. Pertaining records in other formats, their contents shall be damaged but their containers shall be reused whenever possible.

A report shall be written for every destruction process by the concerned body and shall be kept along with the approved destruction form in records department or section. The Authority shall be provided with a copy of this report.

Technical Procedures

The destruction process shall be approved by the Authority and conducted in accordance with the following steps and procedures:

1. The concerned body shall request for an approval from the Authority in order to carry out the destruction process

2.The Authority shall set a date for the concerned body to carry out the destruction of its records.

3. The concerned body shall transfer its records to be destroyed to NRAA?s workshop (NRAA may provide the body with special and secure containers for the transfer process).

4. A weighting process for the records to be destroyed shall be conducted and a receipt indicating the weight of these records shall be given.

5. Records to be destroyed shall be placed in secure containers that are subjected to all security and confidentiality requirements.

6. The destruction of records shall be carried out in the presence of a representative from the concerned body.

7. A certificate shall be given to the concerned body at the end of the destruction process of paper or electronic records (at the request of the body).

8. The Authority shall issue an invoice for the type of service provided for the destruction process and determine the price according to the adopted procedures in accordance with the services fees table of the Destruction Workshop

9. The Authority shall dispose the resulted outcomes of the destruction process, whether paper or electronic, according to the adopted procedures.

10.The concerned body of the destroyed records shall prepare records destruction report and record the destruction process in the registry of the destruction processes.

The fees table of the services provided by the Destruction Workshop

1.    Destruction of paper records and documents (paper documents destruction device- size P4)

Service

Fees

Destruction of paper records and documents for governmental bodies

40 baizas per 1 kg

Destruction of paper records and documents for private bodies and individuals

60 baizas per 1 kg

2.    Destruction of confidential paper records and documents (paper documents destruction device- size P7)

Service

Fees

Destruction of confidential paper records and documents for governmental bodies

200 baizas per 1 kg

Destruction of confidential paper records and documents for private bodies and individuals

400 baizas per 1 kg

3.     Destruction of electronic documents storages

A.  Destruction of hard disk (Destruction device of Hard disks- size 20 mm at B level)

Service

Fees

Destruction of hard disk for governmental bodies

2.500 baizas per hard disk

Destruction of hard disk for private bodies and individuals

3.500 baizas per hard disk

B.  Destruction of CDs and audio-visual tapes

Service

Fees

Destruction of CDs and audio-visual tapes for governmental bodies

70 baizas per piece

Destruction of CDs and audio-visual tapes for private bodies and individuals

90 baizas per piece

4.    Destruction of telecommunications storages, equipment and devices

Service

Fees

Destruction of telecommunications storages, equipment and devices for governmental bodies

2.000 per 1 kg

Destruction of telecommunications storages, equipment and devices for private bodies and individuals

3.000 per 1 kg

Elatav devices

كتيب معمل اإتلاف الآمن للوثائق 1-20
كتيب معمل اإتلاف الآمن للوثائق 1-21
كتيب معمل اإتلاف الآمن للوثائق 1-22
كتيب معمل اإتلاف الآمن للوثائق 1-24
كتيب معمل اإتلاف الآمن للوثائق 1-26
كتيب معمل اإتلاف الآمن للوثائق 1-28
كتيب معمل اإتلاف الآمن للوثائق 1-31
كتيب معمل اإتلاف الآمن للوثائق 1-32
Introduction

Definition of destruction


The destruction is a standardized disposal of the records, which shall be approved by the assessment and according to the deadlines stipulated in the retention schedules of records and the futility of keeping them regardless of their various containers with the possibility of reusing their containers for other purposes. The destruction process is one of the final dispositions of records that is implemented in a manner of fragmentation and total disruption.

?

Introduction


The importance of records organization in the Sultanate of Oman started recently with the aim of establishing and forming a national asset to find a new era of dealing with records in accordance with the specifications and standards applied in this field. The interest in heritage and culture is a reflection of this direct approach by state institutions to support and develop the records and archives sector.
Through this approach, the Sultanate has adopted a vision based on building a modern records system that is concerned with all records life circle from its creation to the different related stages by adopting the three-ages-circles theory of records in the concerned bodies. This approach ensures that files and records that are created in any concerned administrative division during the current stage are transferred to the intermediate stage where they can be accessed whenever there is a need until they reach their final disposition, whether to be transferred and permanently stored in the Authority or to be destroyed because they are not administratively needed due the absence of their historical and content value.

Beneficiaries of the Services of the Safe Destruction of Records Laboratory

?????????? ?? ????? ???? ??????? ????? ???????

1

All government institutions

2

All private companies and institutions.

3

Individuals and relatives.

Services provided by the Secure Records Destruction Workshop

????? ???? ??????? ?????? ???????
  • Destruction service of paper records and documents.
  • Destruction service of Hard-disk.
  • Destruction service of (CD, DVD, video tapes and audio tapes).
  • Destruction service of devices and equipment (telecommunication equipment, spectral and digital frequency).

The Concept of Secure Records Destruction

In line with the modern records management system, the Sultanate adopts an advanced records system that takes into account the various administrative, environmental and security aspects related to the protection of information and classified records in terms of their creation, circulation, preservation and disposal, as well as the international conventions related to the safety of the environment and climate. Therefore, the idea of establishing a records secure destruction workshop was implemented by the National Records and Archives Authority in the framework of a long-planned vision to provide a secure destruction for records of all state institutions.


The workshop is a governmental project launched by the National Records and Archives Authority. It provides different solutions of secure destruction for paper records and electronic storages received from all governmental, security and private bodies and individuals in accordance with related legal and administrative procedures using modern technologies in the field of secure destruction operations, taking into account all standards of accuracy and confidentiality, in line with the government?s objectives in the field of promoting information security and preserving the Omani environment. The workshop is the first of its kind in the Middle East as a central integrated workshop and it holds two ISO certificates in the field of (quality ISO 9001-2015, health and safety/18001-2007 OHSAS).

chairman

The destruction plant is the first of its kind in the Middle East as a central integrated government plant, health and safety safety ISO 2015-9001, obtained the ISO certificate in the field of quality (OHSAS / 18001-2007).

The Objectives of Safe Destruction

The Records Secure Destruction Workshop aims at achieving the following goals

  • Centralizing the destruction process of general records belonging to all concerned bodies.
  • Ensuring that destruction operations are implemented with strict and complete confidentiality to protect the interests of the country, individuals and communities.
  • Ensuring that destruction of general records is implemented in accordance with legal procedures and avoiding incinerating and filling or placing them in public dumps of waste.
  • Ensuring that general records belonging to concerned bodies cannot be accessed or used by private companies.
  • Reducing the financial cost of destruction of general records to all government and security bodies, private companies and individuals.
  • Emphasizing the confidentiality and privacy of all government and security bodies, private institutions and individuals during the implementation of the destruction.
  • Supporting the government's objectives in promoting information security and preserving the Omani environment.
  • Organizing and documenting all destruction operations, annually follow-up and conducting statistics and studies using the results.
  • Encouraging small and medium enterprises to establish paper and electronic waste recycling projects.
Legal Basis of the Destruction

Legal Basis of the Destruction

In accordance with the Records and Archives Law issued by the Royal Decree No. 60/2007 and its executive regulations, the concerned body shall be responsible for its records until the need for them ends. The concerned departments and sections of the Authority shall regularly sort out the intermediate records immediately after the expiration of their retention periods and decide the records to be transferred to the Authority to be permanently stored and the records to be destroyed. The law and its executive regulations specify the principles of sorting records and their destruction method.

  • The Records and Archives Law states that the creator of the records is responsible for carrying out the destruction process. The law also stipulates in Article (24) that:

    (“The Records which are prepared for destruction shall be destroyed after Sorting them in accordance to specific procedures) every concerned body shall be approved by the Authority to carry out records destruction. The approval request shall be decided by Sorting and Destruction Records Section after studying the retention schedules of the concerned body.

  • The Executive Regulations states in Article (24) that:

    ”The Concerned Body shall destroy its paper records automatically after obtaining the requested approval from the Authority. However, this body shall also work to recycle its records whenever possible. Pertaining records in other formats, their contents shall be damaged but their containers shall be reused whenever possible. (the destruction process shall be carried out at the Records Secure Destruction Workshop of the Authority)

  • “Considering the provision of Article (18) of this Law:

    The Concerned Body shall sort its Intermediate Records at the end of their retention periods, transfer them to the Authority and destroy others in accordance to procedures specified by the Article (21) of the Regulations.

Therefore, methods and regulations are set for the concerned bodies intending to destroy their records in accordance with the procedures and international legal practices and to finalize all the previous faulty practices and methods in reference to processes and means that harmed the safety and security of records and information and damaged infrastructural and environmental aspects.

Records Destruction

Procedures of Records Destruction

The process of secure records destruction is subjected to preparatory and regulatory operations related to administrative and technical procedures.

Administrative Procedures

Committing to the preservation rules of the records retention schedules, preservation departments or sections in the concerned bodies should prepare the files and records required to be destroyed by sorting and separated them from the records classified to be transferred to the National Records & Archives Authority in order to be saved permanently for scientific and historical research purposes.
Files to be destroyed should be placed in folders or any available conservation equipment after being confirmed by the specialists of the concerned department or section and reviewed by sorting and destruction staff in the National Records and Archives Authority in order to ensure their compatibility with the retention periods contained in retention schedules, which is known as the pre-monitoring of concerned files transferring process materially and effectively to the Secure Records Destruction Workshop. In case these files are confirmed and reviewed successfully, the rest of procedures shall be completed as follows:

A destruction form prepared by the Authority shall be filled and signed by the official responsible for the administrative division that created the records and shall be approved by the head of the records department or section in the concerned body

The form shall be sent to the Authority for approval and the Authority shall keep a copy of the form.

The Concerned Body shall destroy its paper records automatically after obtaining the requested approval from the Authority whenever possible. Pertaining records in other formats, their contents shall be damaged but their containers shall be reused whenever possible.

A report shall be written for every destruction process by the concerned body and shall be kept along with the approved destruction form in records department or section. The Authority shall be provided with a copy of this report.

Technical Procedures

The destruction process shall be approved by the Authority and conducted in accordance with the following steps and procedures:

1. The concerned body shall request for an approval from the Authority in order to carry out the destruction process

2.The Authority shall set a date for the concerned body to carry out the destruction of its records.

3. The concerned body shall transfer its records to be destroyed to NRAA?s workshop (NRAA may provide the body with special and secure containers for the transfer process).

4. A weighting process for the records to be destroyed shall be conducted and a receipt indicating the weight of these records shall be given.

5. Records to be destroyed shall be placed in secure containers that are subjected to all security and confidentiality requirements.

6. The destruction of records shall be carried out in the presence of a representative from the concerned body.

7. A certificate shall be given to the concerned body at the end of the destruction process of paper or electronic records (at the request of the body).

8. The Authority shall issue an invoice for the type of service provided for the destruction process and determine the price according to the adopted procedures in accordance with the services fees table of the Destruction Workshop

9. The Authority shall dispose the resulted outcomes of the destruction process, whether paper or electronic, according to the adopted procedures.

10.The concerned body of the destroyed records shall prepare records destruction report and record the destruction process in the registry of the destruction processes.

Fees

The fees table of the services provided by the Destruction Workshop

1.    Destruction of paper records and documents (paper documents destruction device- size P4)

Service

Fees

Destruction of paper records and documents for governmental bodies

40 baizas per 1 kg

Destruction of paper records and documents for private bodies and individuals

60 baizas per 1 kg

2.    Destruction of confidential paper records and documents (paper documents destruction device- size P7)

Service

Fees

Destruction of confidential paper records and documents for governmental bodies

200 baizas per 1 kg

Destruction of confidential paper records and documents for private bodies and individuals

400 baizas per 1 kg

3.     Destruction of electronic documents storages

A.  Destruction of hard disk (Destruction device of Hard disks- size 20 mm at B level)

Service

Fees

Destruction of hard disk for governmental bodies

2.500 baizas per hard disk

Destruction of hard disk for private bodies and individuals

3.500 baizas per hard disk

B.  Destruction of CDs and audio-visual tapes

Service

Fees

Destruction of CDs and audio-visual tapes for governmental bodies

70 baizas per piece

Destruction of CDs and audio-visual tapes for private bodies and individuals

90 baizas per piece

4.    Destruction of telecommunications storages, equipment and devices

Service

Fees

Destruction of telecommunications storages, equipment and devices for governmental bodies

2.000 per 1 kg

Destruction of telecommunications storages, equipment and devices for private bodies and individuals

3.000 per 1 kg

Elatav devices

Elatav devices

كتيب معمل اإتلاف الآمن للوثائق 1-20
كتيب معمل اإتلاف الآمن للوثائق 1-21
كتيب معمل اإتلاف الآمن للوثائق 1-22
كتيب معمل اإتلاف الآمن للوثائق 1-24
كتيب معمل اإتلاف الآمن للوثائق 1-26
كتيب معمل اإتلاف الآمن للوثائق 1-28
كتيب معمل اإتلاف الآمن للوثائق 1-31
كتيب معمل اإتلاف الآمن للوثائق 1-32

Receiving beneficiaries

  • workdays

    from Sunday to Thursday

  • work hours

    From 07:00 am to
    3:00 pm

contact information

  • E-mail

    ad@nraa.gov.om

  • the phone

    24130051, 22063776, 24130020, 24130031

contact information