Department/Office Procedures

Once a department has an approved records retention schedule, routine record retention procedures should be set up. These procedures consist of: 1 - routine review of the retention schedule for possible updating, which will be initiated by the Records Retention Manager, 2 - routine purging of files exceeding their retention periods, 3 - seeking approval for destruction and proper destruction.

Department's are encouraged to do this yearly. This process should be coordinated and centralized with the record designees for each department. A systematic record's retention and destruction program reduces the cost of litigation and exposure to liability. To have a successful program, procedures must be established and consistently followed. Staff members are to be aware of how their department handles retention and destruction of records. Each staff person should have a copy of or access to the departmental record's retention schedule.

DISPOSING OF NON-CONFIDENTIAL RECORDS:

Each department is responsible for their method of destruction. Recycling is the recommended method unless the information is confidential. This information may be placed in the general recycling bins located throughout the University. To recycle large amounts of information, contact the Physical Plant. Departments may also choose to use outside services. Costs incurred are the individual department's responsibility. A certificate of record's destruction must be approved before actual destruction takes place.

DISPOSING OF CONFIDENTIAL RECORDS:

Significant quantities of records created and received by the University contain confidential information, such as social security numbers, home addresses, and other personal privacy information. Removal and destruction of this information must receive special care. It is recommended that these records be destroyed by shredding, pulping, or incineration. A certificate of destruction must be approved before actual destruction.

ARCHIVES:

Information that is archivable may be forwarded to the University Archives. Contact the Archivist for proper preparation procedures or refer to Transferring Archival Records.

CSU Records Retention Homepage

You may contact Lee Larkin, Records Retention Manager with questions or concerns