Records Destruction

The retention schedules identify when a records series has reached the end of its usefulness. The retention schedule will also state whether records are to be destroyed in a confidential or non-confidential manner. Records may not be destroyed solely due to lack of space or funding for storage. A Destruction Certificate is required whenever records are destroyed.

Non-Confidential Records

Non-confidential records are those that do not contain sensitive or personally identifiable information.

  1. Identify records that are eligible for destruction according to the University retention schedule.
  2. Complete the Destruction Certificate.
  3. Destroy records by recycling paper or deleting electronic information.
  4. Submit the completed Destruction Certificate to the Records Manager.

Confidential Records

Confidential records are those that either contains sensitive or personally identifiable information.
  1. Identify records that are eligible for destruction according to the University retention schedule.
  2. Complete the Destruction Certificate.
  3. Destroy paper records by shredding. Electronic records must be overwritten or the storage media physically destroyed.
  4. Submit the completed Destruction Certificate to the Records Manager.

Non-Records

Copies, duplicates, or publications that are kept for purposes of personal reference or convenience, such as stocks of publications or forms, and library material intended solely for reference, are considered non-records. Non-confidential non-records may be recycled. Confidential non-records must be shredded. It is not necessary to complete and submit a Destruction Certificate for non-records.