Records authorized for destruction by the records schedule may be destroyed in two ways: by the custodial office as a part of their normal business practices or by the Records Management Office.
A custodial office can destroy records provided that:
- All retention periods have expired
- All audit requirements have been satisfied
- There are no pending requests for information, and
- There is no reasonably foreseeable litigation involving the records.
The In-Office Records Destruction Documentation Form should be filled out each time records are destroyed. This form documents that the office has destroyed its records in accordance with University records procedures and as a part of the regular conduct of office business. One copy of the form should be forwarded to the Records Management Office, which will retain the form on the office's behalf as a trusted third party.
The Records Management Office assists offices in the destruction of records held at the Records Center. RMO will advise offices when their records become ready for disposal and provide a destruction request form to be signed by the head of the appropriate office. In no case will records be destroyed without the approval of the creating office. RMO can provide reduced rates for confidential shredding services. Certificates of destruction are provided after each RMO-sponsored destruction event. |
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Legal Exception
The General Records Schedule must not be used to destroy any records pertaining to any investigation, legal action or proceeding, litigation, audit, or program review in progress or if you know that one is about to be held. This is so even if the retention period or disposition date specified for the records has already expired. In the event of an investigation, please contact the Office of the General Counsel.
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