A. The routine disposition of University
records is best established by the
designated Office of Record
based upon federal,
state, and CSU guidelines for records
retention and disposition. Disposition
schedules should be
developed and revised to reflect these
guidelines by the respective Office of
Record.
B. Generally, paper records may be put
into recycle containers. Records
containing confidential
information are to be
shredded and disposed of appropriately
by the Office of Record.
C. The disposition process follows:
1. Unit
identifies records for disposal, boxes,
and dates the boxes.
2. Unit
completes an Archival form. Use a
separate form for each “disposal date”.
3. Unit
submits one copy of Archival form to
Materials Management. Authorized
signatures are
required.
4. Unit
retains one copy for their files.
5. If charges
will incur, the unit will be contacted
prior to the destruction date. Materials
Management will notify each appropriate
Office of Record, by e-mail, of the
number of boxes
currently in the archives that are due
for destruction, and an estimate of
costs for the proposed
destruction.
6. Records
destruction is scheduled as needed.
Departments must notify Materials
Management
in writing thirty (30) days prior to
destruction date to continue to retain
the records.
