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Inactive Records Storage
Using the Records Center
Records Retrieval
Interfiling
Disposition of Records
Shredding of Confidential Records


What's a Vital Record?
Why Are Vital Records so Important?
How Do You Identify a Vital Record?
How Do You Protect and Store a Vital Record?
Steps for Offices to Follow
Appendices


Why File Management?
File What?
Developing or Improving a Filing System
Purging
Maintaining a Filing System: Inactive Storage
Appendices

Balanced Scorecard

 

Records Center: Disposition of Records Stored in the URC

Once records have reached the end of their retention period they are ready for disposition. Disposition does not always mean "destruction." When boxes stored at the URC have reached the end of their retention period, you will be sent a Records Disposition Control Notice. The Records Authority for your office will be asked to authorize disposition of the boxes by signing this form and returning it to us.

Regardless of retention period, records pertaining to on-going or pending audits, or judicial or public disclosure proceedings must not be destroyed until the issue is resolved. If you are involved in an audit, judicial or public disclosure proceeding, please let us know this when you receive the Records Disposition Control Notice.

Boxes stored in the URC are disposed of in one of three ways:

  1. Transfer to the University Archives
    Records due for disposal are reviewed by the University Archivist for their potential archival value and possible transfer to the Archives for permanent preservation. The University General Records Retention Schedule and each individual Departmental Records Retention Schedule highlight those record series that are Archival or Potentially Archival.

  2. Shredding
    Confidential records which have been stored in the URC and have reached the end of their retention period will be shredded.

  3. Recycling
    Non-confidential records which have been stored in the URC and have reached the end of their retention period will be recycled.