How to dispose of discards

Routine records may be disposed of in standard recycling bins according to College policies.

Records that contain information of a personal or sensitive nature require confidential destruction.

• Confidential destruction

  Records that contain information of a personal or sensitive nature require confidential destruction.

  These may include, but are not limited to:

  • any records that contain personal information such as birth dates, social security numbers, bank account numbers or other financial information
  • student academic records and grades
  • faculty and staff personnel records
  • candidate files for searches

  In addition, the college has placed access restrictions on records of various offices.  If you are discarding duplicates of this type of material, they also require confidential destruction:

  • non-published Board of Trustee material less than 50 years old
  • alumni development information

• Box labels

  Box labels for timed destruction or confidential disposition day require:

  • Name of department or office
  • Type of material
  • Accession #- provided by Records Manager
  • Date of destruction

  Example:

  Controller's Office
  P-card Statements
  2021-221
  Destroy 2031

  Box labels for inactive records storage require:

  • Name of department or office
  • Type of material
  • Accession #- provided by Records Manager
  • Date span of materials

  Example:

  Provost's Office
  Subject files
  2021-222
  2017-2019

  A box label template is available in Google Drive. Choose File --> Save a copy to enter the information for your records.

• Shred Day

  In coordination with the Vice President of Finance and Administration and the Staff Committee, the College Archives hosts an annual "Shred Day." On this day:

  • a truck arrives at various designated locations on campus,
  • offices take out material that needs to be shredded
  • the truck shreds onsite
  • we get a certificate of confidential destruction

  Dates of the next Shred Day are announced on the Special Collections website and through daily messages.

• What should I do with my records until the next Shred Day?

  A collection and destruction service for records with timed destruction is managed by the College Archives:

  1. Fill out form for timed destruction request using this form.
  2. And, contact the Records Manager.
  3. Affix label to box(es) containing the sensitive material.
  4. Contact the Records Manager regarding pickup date/time.
  5. Staff from the Library Shelving Facility will pick up your box(es) and store them securely until the scheduled Shred Day.

Questions? Contact us.

See also: