Records Center: Shredding of Confidential Records Not Stored in the URC

Due to budget constraints, we very much regret to announce that as of November 20, 2006 we will no longer be able to provide shredding services for confidential records that have not previously been in storage at the University Records Center. For more information see the full announcement.

You may choose to retain records in your office rather than send them to the URC for storage. Regardless, when confidential records reach the end of their retention period they should be shredded.

Examples of confidential or proprietary records include: student files; personnel files; intellectual property; or any records that contain Social Security Numbers, Student ID numbers, bank account numbers, credit card numbers, etc. Please call Records Management Services (206-543-0573) if you have questions about the confidentiality of specific records.

After November 17, 2006 we recommend contacting American Data Guard for your shredding needs. The University has a contract with this company and has been able to negotiate relatively low prices for their service. American Data Guard provides both on-site and off-site shredding. They can be reached at 206-285-5955 for price quotes and to arrange for their services.

While Records Management Services can no longer shred records for you, we do recommend that you document the records you destroy. It is important to create an audit trail for the destruction of records, regardless of whether they are shredded or recycled.

Please Note: Records cannot be destroyed unless they are included on an up-to-date retention schedule that has been approved by the State Records Committee. Most importantly, regardless of retention requirements, records pertaining to pending audits or judicial or public disclosure proceedings must not be destroyed until the issue is resolved.

To ensure an appropriate audit trail, the creation of a Shredding/Recycling Log is recommended. At a minimum, the Shredding/Recycling Log should contain the following information:

• Record Series Title (this can be found on either the University of Washington General Records Retention Schedule or on a Departmental Retention Schedule created for your office)
• Inclusive Dates for the records being destroyed
• Person Authorizing Destruction (this may or may not be the same person who physically oversees the destruction)
• Destruction Method (shred or recycle)
• Destruction Date

For a sample Shredding/Recycling Log, click here.