Destruction of Off-Site Inactive Records.

Inactive university records that have reached the end of their retention period (determined by the Board of Regents Records Retention Guidelines and the department or unit head) should be properly destroyed. For departments with records held in off-site storage with Iron Mountain , destruction services are carried out by Iron Mountain. For records stored on-site, Iron Mountain destruction services are recommended for records that may contain confidential information.

The Department of Archives and Records Management has adopted the following procedures (effective July 27, 2006):

1. A Destruction Eligibility Report will be run once every year, in February. The Records Manager searches all off-site holdings in Iron Mountain Connect ( Iron Mountain 's portal) for records with a destruction date on or before December 31 of the previous year and requests a Destruction Eligibility Report (DER).

2. The Records Manager reviews the DER for accuracy, makes corrections as needed and sends it to Iron Mountain. This action opens a Destruction Order at Iron Mountain.

3. The Records Manager receives a Preliminary Destruction Report from Iron Mountain indicating items to be destroyed.

4. The Records Manager shall distribute a copy of the PDR to EACH CAMPUS UNIT with records eligible for destruction. The unit head or staff designated by the unit head reviews the document, and if approved, signs and returns the form to the Records Manager. THE PDR MUST BE SIGNED BY THE UNIT HEAD OR AUTHORIZED STAFF BEFORE THE RECORDS MANAGER WILL SIGN OFF ON IT AND AUTHORIZE DESTRUCTION PROCEDURES. The Records Manager sends the signed PDR back to Iron Mountain.

5. Iron Mountain pulls the boxes, verifies the items by barcode scanning. Boxes are destroyed and the Destruction Order is closed. A Final Destruction Report is generated and sent to the Records Manager. The Records Manager sends each unit with boxes destroyed a copy of the destruction report for their files.