Disposal of Records


Disposition is the final transfer of non-current records to their final resting place, either through destruction or transfer to Special Collections. Disposal refers to any action to remove a record from its retention state. University employees have a responsibility for the management, including appropriate disposition, of records they create as part of their job duties.

Destruction

Disposal through destruction includes secure shredding and recycling, which is done on campus or through campus channels. Special Collections cannot store materials awaiting destruction, but can assist in determining destruction needs. Destruction must be accompanied by a Records Destruction Form reviewed and signed by Records Management personnel.

Note. If a litigation is pending or in progress, records disposition must stop and records will need to be retained beyond the listed retention periods. The Records Manager/Special Collections Librarian must be notified of any litigation that would require retention of records beyond normal disposition.

Transfer

Disposal through transfer of permanent, historical records to Special Collections is completed after determining records meet the criteria established in the Campus Retention Schedule and approved policies, and after review by a Special Collections Librarian.

Review the CRS prior to disposal of any records. Once disposal is determined, contact the office of Special Collections and Records Management for final review.