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Records & Records Management

BPM-905 Disposal of University Records

Revised July 15, 2009

DISPOSAL OF CONFIDENTIAL OR SENSITIVE RECORDS

All University records approved for disposal which are of a confidential or sensitive nature may be disposed of by any method of destruction making record recognition impossible.

Determination of what constitutes confidential or sensitive records is the responsibility of the department.  Student academic records, health, payroll and personnel files are the more obvious confidential records. 

REFERENCE:   BPM 906 - Confidential Records

Departments not having the capabilities to dispose of confidential records may send them to the University Records Center, Columbia, for disposal.

All records being transferred to the Records Center for disposal must be boxed and labeled with a GREEN records destruction label (UM 176A).

NOTE:   Although special records boxes are available from campus storerooms, the Records Center will accept any box, properly labeled, of reasonable size and weight, containing records to be destroyed.

DISPOSAL OF RECORDS STORED IN THE RECORDS CENTER

Records stored in the Records Center will not be transferred or destroyed without prior written notice to the department of origin.

  • Written notice consists of a Certificate of Records Disposition.
  • Disposal of all records stored in the Records Center is by any method which makes record recognition impossible.

TRANSFER TO UNIVERSITY ARCHIVES

Records scheduled for transfer to Campus Archives are transferred in accordance with instructions from the Office of the Campus Archivist.

DISPOSAL OF ALL OTHER RECORDS      

Records which are not of a confidential or sensitive nature may be disposed of by means of regularly established departmental practices for handling recyclable or waste paper.