Steps in Destroying Records
The following steps will help you properly discard records (follow these procedures for destroying records on a routine basis):
1. Ensure the records have passed beyond the retention date prescribed by federal, state, and local regulations as well as internal policy (see the disposition action for specific records categories in the Campus Retention Schedule).
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. A Special Collections Librarian/Records Manager must be notified of any litigation that would require retention of records beyond normal disposition.
2. Complete and then submit a copy of the Records Destruction Form used in your records destruction to the Office of Special Collections and Records Management.
Discarding records is part of properly managing records and the Records Destruction Form allows for a review of such actions as well as a documentation of the activity. Fill out the form and submit it to Records Management personnel for approval prior to destruction.
Documents that are routine or transitory can be destroyed without filling out a form. Destruction of such documents (electronic and hard copy) should be a routine practice to save space (physical as well as electronic).
Examples of these items include:
- lists and logs that are superseded
- unsolicited notices
- preliminary drafts
- routing slips and envelopes
- miscellaneous notices or memorandum items retained by other departments
- requests for information
- personal materials
3. Securely shred or recycle records.
Records containing private or confidential information must be securely shredded. To have shred bins delivered or picked up, create a work order by contacting the Facilities Management Service Center at EXT 2500. When depositing records in secure bins, you do not need to remove paper clips, staples, etc. Do remove larger metal fasteners like binder clips and metal binders.
Do not place the following in shred bins, rather destroy or recycle the item another way:
- Credit Cards (cut up and recycle)
- CDs, DVDs, etc (if it contains confidential information, ensure destruction)
- Large metal fasteners like binder clips
- Three-ring binders
Millcreek Metals and Recycling handles the disposal and recycling of metal products.
Records that do not contain confidential or other private information should be recycled. Recycling bins are available across campus. For large volumes, contact the Recycling General Manager at firstname.lastname@example.org or EXT 2514 for pick up of the materials to be recycled.