University records must be disposed of in accordance with an authorized Records Retention Schedule. The retention schedule will require that a record be transferred to the Archives, or destroyed/deleted.
Transferring Records to the Archives
University records that are designated in the records retention schedules as archival (“AR”) must be transferred to the Archives. For hardcopy records, follow the steps outlined below:
- Contact the Archives BEFORE sending records to discuss the transfer.
- Ensure paper records are in file folders and pack files in proper storage boxes. Use cubic-foot banker’s boxes (15” long x 12” wide x 10” deep) with handles and removable lids. Boxes can be ordered through the preferred Office Supplies vendors. Records packed in unsuitable boxes will be returned to the sender immediately.
- Complete the Records Transfer to Archives form and have it signed by the person who is accountable for the records (usually a senior officer, director or head of the department or unit).
- Prepare a File List listing the contents of each box.
- Send a digital (soft copy) of the documentation to both the Archives (firstname.lastname@example.org) and the Records Management and Privacy Office (email@example.com).
- Coordinate physical transfer of the records of archival value to the Archives. Records identified as non-archival will be returned to the units/departments.
For digital records with an archival disposition, contact the Archives.
Destruction of university records cannot be carried out without proper authorization.
For records stored offsite at Iron Mountain, follow the steps outlined below:
- List the records to be destroyed on the Destruction Request Spreadsheet.
- Complete the Authorization for Destruction of Records form.
- Have the appropriate records custodian sign the form to approve the destruction. Email the completed Destruction Request Spreadsheet and Authorization for Destruction of Records form to firstname.lastname@example.org
- After reviewing the submitted forms the Records Manager will make the request for destruction to Iron Mountain. Note that physical destruction can take 6 to 8 weeks from the date of request.
- Iron Mountain will issue a Certificate of Destruction to your office, attached to your next invoice. Retain a copy of the form and list in your own office record keeping system under Retention Schedule AD9250 - Departmental Record Keeping
For records stored on campus, follow the steps outlined below:
- List the records to be destroyed or deleted ensuring no personal information is included. If there are a lot of records, a general description of the content, including the date range, is acceptable.
- Complete the Authorization for Destruction of Records form and attach the list of records to the form.
- Have the appropriate records custodian sign the form to approve the destruction. Send one copy of the signed form to the Records Management Program.
- After the form is signed, make arrangements for appropriate destruction of the records.
- Retain a copy of the form and list in your own office record keeping system under Retention Schedule AD9250 - Departmental Record Keeping
Records containing confidential and personal information must be destroyed securely. A secure shredding service is provided by Iron Mountain for on-campus shredding. When disposing of electronic media containing confidential or personal information, use the University's E-Waste disposal program.
Transitory records may be destroyed/deleted in accordance with university guidance. See Fact Sheet - Transitory Records.