Destruction of Records
Many records can be sent directly to destruction. Document destruction service is available to all University departments through the Records Center. Systematic destruction procedures are provided by a bonded disposal company to insure security and confidentiality. Material listed for destruction should be sent in sturdy boxes. Documents are pulverized into unreconstructable fragments for recycling.
Please remember the following guidelines when submitting material for destruction:
When to Ship, What to Ship
Review 'em. Records created by university offices are destroyed according to the newly approved Board of Regents Retention Schedule. These retention guidelines help in determining when a record should be destroyed. The University contracts with a bonded destruction company to destroy records. Items sent for destruction should be considered sensitive material. Please do not send outdated pamphlets, telephone directories or advertising junk mail that could normally be handled through recycling.
Destruction Box Requirements
Pack 'em. Please make sure all items sent for destruction are packed in boxes that can be easily handled by one person. Copier paper boxes with lids are ideal for destruction purposes. It is imperative that the boxes be securely closed for safe shipping across campus.
When You are Ready to Ship
Call 'em and Ship 'em. Once the information is boxed correctly, inform Records Management (706-369-5926) of the number of boxes and the retention standard that the records follow, e.g. 472-01-001 or 01-001. Contact with the Records Center can be made by telephone or through the use of the Box Transfer Form for Destruction. (If your department decides to use the form, you will be contacted by email.) Records Management will assign the set of boxes a control number. This control number needs to be written on the outside of each box.
Ship 'em. Physical Plant (706-542-7456) will ask for the control number if and when they are requested to pickup a set of boxes that are to be delivered to the Records Center. If your department chooses to self-deliver, please notify the records center before delivery. Failure to notify the record center prior to sending or delivering the boxes could result in the records being rejected by the Records Center.