All original, confidential, or sensitive University records approved for disposal can be physically destroyed by any method of destruction making record reconstruction impossible. The State Records Commission and Director of Records Management will determine what constitutes confidential, original or sensitive records.
When a department is ready to dispose of original, confidential or sensitive records, a State of Illinois Records Disposal Certificate must be filled out. Records Management will complete the certificate once the records are verified that they are ready for disposal. A copy of the approved disposal certificate can be obtained through the Records Management department.
Departments may transfer these records to Records Management for disposal, while awaiting the approval for destruction by the State Records Commission. A Destroy This Box for Original Records label must be filled out and taped to the long side of the box (Please do not cover handles). Include the application number/item number, the title of the record, plus the dates that are inclusive within the box. Place this label on all record boxes being transferred to Records Management for physical destruction. Records Management will dispose of these records by shredding. The boxes will then be returned to the departments on Thursdays, so please put your department's name on the side of the box and also on the box lid.
All University records stored at Records Management on microfilm will be merged in a records disposal schedule. These records will not be destroyed without written consent from the State Records Commission and the department.
A non-university record is any extra or duplicate copies of original University records. These documents are preserved only for convenience of reference. The originals for these records are maintained by the originating department (Office of Record).
For example, each department receives a copy of payroll distributions and/or fringe benefit reports. These copies are not the original records because they are maintained by other offices, therefore they are classified as Non-University Records. Your department is NOT the Office of Record for these records. Any report you receive from the Oracle system is considered a duplicate copy. Therefore, these can be disposed of without any approval from the State Records Commission.
Non-university records may be disposed of by regularly established departmental practices for handling waste paper. However, it is suggested that any records with confidential or private information (social security numbers, birthdates, etc.) be shredded. Records Management will destroy these records for any department.
To view the "Destroy This Box" form Adobe Acrobat is needed.
The department must fill out the proper form (Destroy This Box for Duplicate Records) and attach to the front of the box. Please circle at the top of this label that these records are duplicates. The following procedures must be followed:
Remove all staples, paper clips, binder clips, clamps, etc., burst all computer printouts and any books and attach the correct form the the front of the box (Destroy this box)
**If you fail to follow these instructions which results in damage to the equipment you will be held liable for any repairs resulting from your non-compliance.
Due to the weight of paper, Records Management will only accept approved boxes (12" x 10 1/4" x 15") or if you have boxes of similar size, they must have handles. These boxes may be purchased from Officemax. RECORDS MANAGEMENT WILL NO LONGER ACCEPT THE LONG, LEGAL SIZED BOXES OR BOXES WITHOUT HANDLES!! Once the records have been destroyed, the boxes will be returned to the proper department. Please do not forget to write your department's name on the box and the box lid.
Records Management reserves the right to refuse pickup of any boxes from departments that do not use approved boxes (listed above).
If you have any questions please contact Mike Reiman or Jamie Qualls at 618-536-6613.
