Certificate of Destruction
A document that records evidence that specified records or media were destroyed, capturing what was destroyed, when, by whom, the method used, and the authority under which the destruction was carried out.
A Certificate of Destruction is the documentary proof that records reached the destruction outcome of their disposition correctly and under proper authority. It typically identifies the records or media destroyed (by series, date range, or container), the destruction date, the method used (such as shredding, pulping, or sanitization of electronic media), the authorizing schedule or hold release, and the names of the people who authorized and performed the action.
It matters because defensible disposition depends on being able to prove that destruction was routine, authorized, and complete. If an organization is later asked why a record no longer exists, the certificate demonstrates the records were destroyed under documented authority rather than concealed or destroyed selectively — which helps rebut claims of spoliation. The certificate itself is often a record with its own retention requirement, sometimes kept far longer than the items it documents.
For example, when a vital-records series reaches the end of its retention period and no litigation hold applies, the disposition action is performed and a Certificate of Destruction is generated and retained as evidence of compliance.